HomeMy WebLinkAbout2026-27 Old Town Artisan Studio - Community Art Program SponsorshipMEMORANDUM
DATE: 6/23/2026
TO: Jon McMillen, City Manager
FROM: Seiri Samaguey Chavez, Administrative Technician
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CALIFORNIA -
RE: Old Town Artisan Studios for Art Program Sponsorships
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
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 aaDI
❑ Bid ❑ RFP ❑ RFQ ❑ 3 written informal bids
7 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.: 101-3001-60101
0 Agreement term: Start Date 07/01 /2026
FVIAmount of Agreement, Amendment, Change Order, etc.
End Date
$ 25,000
06/30/2027
REMINDER: 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: Oscar Mopca (MycOI) Date: 6/30/2026
NOTE:
W]
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-0105819 Expires: 04/30/2027
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
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GEM of the DESERT
CITY OF LA QUINTA
SHORT -FORM SERVICES AGREEMENT
($25,000 OR LESS)
1. PARTIES AND DATE. This Agreement is made and entered into as of the 25t" day of June, 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 Old Town Artisan Studio, a California
Nonprofit Corporation, with its principal place of business at 78046 Calle Barcelona, La Quinta, California
92253 ("Vendor"). City and Vendor are sometimes individually referred to as "Party" and collectively as
"Parties" in this Agreement.
2. TERMS AND CONDITIONS. The Parties shall comply with the terms and conditions in the attached
Exhibit "A."
3. SCOPE AND SCHEDULE OF SERVICES. Vendor shall provide to City the services pursuant to the
date(s) and schedule(s) described in accordance with the schedule set forth in Exhibit "B."
4. TERM. The term of this Agreement shall be from July 1, 2026 to June 30, 2027, unless earlier
terminated as set forth in the attached Terms and Conditions. This Agreement may not extend beyond a
period of five (5) years, unless under the City's Fiscal Policies and Procedures this Agreement is exempt
from the five (5) year limitation.
5. COMPENSATION. Vendor shall receive compensation for services rendered under this Agreement
at the rates and schedule set forth in the attached Exhibit "C" but in no event shall Vendor's compensation
exceed Twenty Five Thousand Dollars ($25,000) per fiscal year (July 1 to June 30) without written
amendment.
6. FORCE MAJEURE. The time period specified for performance of the services rendered pursuant to
this Agreement shall be extended because of any delays due to unforeseeable causes beyond the control
and without the fault or negligence of Vendor including, but not restricted to, acts of God or of the public
enemy, fires, earthquakes, floods, epidemic, quarantine restrictions, riots, strikes, freight embargoes, acts
of any governmental agency other than City, and unusually severe weather, if Vendor shall within ten (10)
days of the commencement of such delay notify the City in writing of the causes of the delay. The City
shall ascertain the facts and the extent of delay and extend the time for performing the Services for the
period of the forced delay when and if in their judgment such delay is justified, and the City's determination
shall be final and conclusive upon the parties to this Agreement. Extensions to time periods for
performance of services, which are determined by the City to be justified pursuant to this Section, shall not
entitle the Vendor to additional compensation unless City expressly agrees to an increase in writing.
1
7. COUNTERPARTS. This Agreement may be executed in counterparts, each of which shall be deemed
to be an original, and such counterparts shall constitute one and the same instrument.
8. INSURANCE. In accordance with Section 4 of Exhibit 'A" Vendor shall, at its expense, procure and
maintain for the duration of the Agreement such insurance policies as checked below and provide proof of
such insurance policies to the City. Vendor shall obtain policy endorsements on Commercial General
Liability Insurance that name Additional Insureds as follows: The City of La Quinta, its officers,
officials, employees and agents.
Commercial General Liability Insurance:
❑ $1,000,000 per occurrence/$2,000,000 aggregate OR
❑ $2,000,000 per occurrence/$4,000,000 aggregate
❑ Additional Insured Endorsement naming City of La Quinta
❑ Primary and Non -Contributory Endorsement
Automobile Liability:
❑ $1,000,000 combined single limit for bodily injury and property damage
❑ Auto Liability Additional Insured
Workers' Compensation:
❑ Statutory Limits / Employer's Liability $1,000,000 per accident or disease
❑ Workers' Compensation Endorsement with Waiver of Subrogation
Professional Liability (Errors and Omissions):
❑ Errors and Omissions liability insurance with a limit of not less than $1,000,000 per claim
Pa
IN WITNESS WHEREOF, each of the Parties has caused this Agreement to be executed on the
day and year first above written.
CITY OF LA QUINTA
a California Municipal Corporation,
and Charter City
y
JON ILLEN, City Manager
of La Quinta
ATTEST:
MONIKA RAD VA, ty Clerk
City of La Quinta, California
APPROVED AS TO FORM:
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
3
OLD TOWN ARTISAN STUDIOS
a California Nonprofit Organization
ROCCIE HILL
Executive Director
EXHIBIT "A"
TERMS AND CONDITIONS
1. Compensation. Vendor shall be paid on a time and
materials or lump sum basis, as may be set forth in
Exhibit "C", within 30 days of completion of the Work
and approval by the City.
2. Compliance with Law. Vendor shall comply with all
applicable laws and regulations of the federal, state
and local government. Vendor shall assist the City, as
requested, in obtaining and maintaining all permits
required of Vendor by Federal, State and local
regulatory agencies. Vendor is responsible for all costs
of clean up and/or removal of hazardous and toxic
substances spilled as a result of his or her Work. In
explanation of the forgoing and not by way of limitation.
3. Standard of Care. The Vendor shall perform the
Work in accordance with generally accepted
professional practices and principles and in a manner
consistent with the level of care and skill ordinarily
exercised by members of the profession practicing
under similar conditions.
4. Insurance. The Vendor shall take out and maintain,
during the performance of all work under this
Agreement: A. Commercial General Liability Insurance
in the amounts specified in Section 8 of the Agreement
for bodily injury, personal injury and property damage,
at least as broad as Insurance Services Office
Commercial General Liability coverage (Occurrence
Form CG 0001), and if no amount is selected in
Section 8 of the Agreement, the amounts shall be
$1,000,000 per occurrence/$2,000,000 aggregate; B.
Automobile Liability Insurance for bodily injury and
property damage including coverage for owned, non -
owned and hired vehicles, of at least $1,000,000 per
accident for bodily injury and property damage, at least
as broad as Insurance Services Office Form Number
CA 0001 (ed. 6/92) covering automobile liability, Code
1 (any auto); C. Workers' Compensation in
compliance with applicable statutory requirements and
Employer's Liability Coverage of at least $1,000,000
per accident or disease. Vendor shall also submit to
City a waiver of subrogation endorsement in favor of
city, and D. Professional Liability (Errors and
Omissions) coverage, if checked in Section 8 of the
Agreement, with a limit not less than $1,000,000 per
claim and which shall be endorsed to include
contractual liability. Insurance carriers shall be
authorized by the Department of Insurance, State of
California, to do business in California and maintain an
agent for process within the state. Such insurance
carrier shall have not less than an "A"; "Class VII"
according to the latest Best Key Rating unless
otherwise approved by the City.
A-1
4.1 Pass Through Clause. Vendor agrees to ensure
that its sub -consultants, sub -contractors, and any other
party involved with the project who is brought onto or
involved in the project by Vendor, provide the same
minimum insurance coverage and endorsements
required of Vendor. Vendor agrees to monitor and
review all such coverage and assumes all
responsibility for ensuring that such coverage is
provided in conformity with the requirements of this
section. Vendor agrees that upon request, all
agreements with consultants, subcontractors, and
others engaged in the project will be submitted to
Agency for review.
5. Indemnification. The Vendor shall indemnify and
hold harmless the City, its Council, members of the
Council, agents and employees of the City, against any
and all claims, liabilities, (including liability related to
exposure to communicable diseases, illnesses, or
viruses), expenses or damages, including responsible
attorneys' fees, for injury or death of any person, or
damage to property, or interference with use of
property, or any claim of the Vendor or subcontractor
for wages or benefits which arise in connection with the
performance of this Agreement, except to the extent
caused or resulting from the active negligence or willful
misconduct of the City, its Council, members of the
Council, agents and employees of the City. The
foregoing indemnity includes, but is not limited to, the
cost of prosecuting or defending such action with legal
counsel acceptable to the City and the City's attorneys'
fees incurred in such an action.
6. Laws and Venue. This Agreement shall be
interpreted in accordance with the laws of the State of
California. If any action is brought to interpret or
enforce any term of this Agreement, the action shall be
brought in a state or federal court situated in the County
of Riverside, State of California.
7. Termination. The City may terminate the services
procured under this Agreement by giving 10 calendar
days written notice to Vendor. In such event, the City
shall be immediately given title and possession to any
original field notes, drawings and specifications, written
reports and other documents produced or developed
for the services. The City shall pay Vendor the
reasonable value of services completed prior to
termination. The City shall not be liable for any costs
other than the charges or portions thereof which are
specified herein. Vendor shall not be entitled to
payment for unperformed services, and shall not be
entitled to damages or compensation for termination of
work. Vendor may terminate its obligation to provide
services under this Agreement upon 30 calendar days'
written notice to the City only in the event of City's
failure to perform in accordance with the terms of this
Agreement through no fault of Vendor.
8. Agreement Terms. Nothing herein shall be
construed to give any rights or benefits to anyone other
than the City and the Vendor. The unenforceability,
invalidity or illegality of any provision(s) of this
Agreement shall not render the other provisions
unenforceable, invalid or illegal. Notice may be given
or delivered by depositing the same in any United
States Post Office, certified mail, return receipt
requested, postage prepaid, addressed to the parties
to the addresses set forth in the Agreement. Vendor
shall not assign, sublet, or transfer this Agreement or
r
any rights under or interest in this Agreement without
the written consent of the City, which may be withheld
for any reason. Vendor is retained as an independent
contractor and is not an employee of the City. No
employee or agent of Vendor shall become an
employee of the City. The individuals signing this
Agreement represent that they have the authority to
sign on behalf of the parties and bind the parties to this
Agreement. This is an integrated Agreement
representing the entire understanding of the parties as
to those matters contained herein, and supersedes and
cancels any prior oral or written understanding or
representations with respect to matters covered
hereunder. This Agreement may not be modified or
altered except in writing signed by both parties hereto.
EXHIBIT "B"
SCOPE AND SCHEDULE OF SERVICES
Vendor will offer programs/services described in the submitted proposal (Attachment 1)
including: arts programs for the underserved population, Open Studio Tours, adaptive arts
and outreach programs, and community engagement at various community events such as
Gingerbread Lane, La Quinta's Tree Lighting Ceremony, and La Quinta's Easter Egg Hunt.
Additionally, Vendor will provide 1,000 holiday themed "Art2GoKits" to be distributed at the
City's Tree Lighting and/or Easter Eggstravaganza events.
Schedule of kit delivery:
Art2GoKits will be ready for pickup at OTAS as follows:
600 LQ Tree Lighting Kits: November 19, 2026
400 LQ Easter Eggstravaganza Kits: March 19, 2027
EXHIBIT "C"
COMPENSATION FOR SERVICES
Vendor shall receive compensation for services listed in Exhibit B at the rates and schedule set
forth below, but in no event shall Vendor's compensation exceed Twenty Five Thousand Dollars
($25,000) for the Term of the Agreement.
• Arts Programs for the Underserved - $8,000
• La Quinta Artists Open Studio Tours - $3,000
• Adaptive Arts and Outreach Programs - $5,000
• Community Engagement:
o Gingerbread Lane, LQ Tree Lighting, LQ Easter Eggstravaganza- $9,000
C-1
ATTACHMENT 1
Seiri Samaguey Chavez I Administrative Technician
Community Services
City Of La Quinta
78495 Calle Tampico
La Quinta, CA 92253
Dear Seiri,
Old Town Artisan Studios (OTAS) is honored to continue our valued partnership with the City of La
Quinta. Together, we've created accessible and meaningful art experiences that uplift, connect, and
inspire our community. We respectfully request the continuation of our current funding
agreement—$25,000 from the City of La Quinta, matched by $25,000 from OTAS—to support a dynamic,
multi -tiered program serving residents throughout the 2026/2027 fiscal year. This $50,000 investment will
fund four core initiatives, each designed to promote creativity, inclusion, and civic pride.
1. Arts for the Underserved — $8,000
OTAS will continue to offer a 20% discount on all on -campus 4-week art classes, including Pottery
Wheel, Ceramics, Watercolor, Fused Glass, and Painting. This initiative makes art more accessible for
everyone fosters lifelong learning, improves mental well-being, and enhances quality of life through
creative expression. The discount will be available over a 10-month period or until allocated funds are
expended, with proof of income required. Community feedback consistently reinforces how impactful
and appreciated this program is —particularly among seniors, families, and those seeking affordable
enrichment.
2. La Quinta Artists Open Studio Tours — $3,000
The La Quinta Artists Open Studio Tours celebrate and elevate local talent while inviting the public into
artists' creative spaces. After successfully assuming event leadership from the La Quinta Historical
Society in 2024, OTAS enhanced outreach and traffic by leveraging robust marketing —including GEM,
PalmSpringsLife.com, Patch.com, and a televised segment on KESQ's Eye on the Desert.
This free, two-day event connects residents and visitors with local artists, showcasing the city's vibrant
creative culture. Grant funds will be used for printed maps, signage, and promotional materials, ensuring
the continued growth of this beloved tradition. Supporting this event demonstrates La Quinta's
commitment to the arts and strengthens community identity through celebration of local artistry.
3. Adaptive Arts and Outreach Programs — $5,000
Art has the power to break barriers —and our Adaptive Art Program ensures that veterans, individuals with
disabilities, and students with special needs have access to this vital outlet. OTAS will match the City's
$5,000 to deliver tailored programming that includes:
• A 50% discount for veterans (and their domestic partners) on all 4-week classes, increasing
participation and trust.
• Specialized art instruction for La Quinta High School students with special needs, helping them
build confidence and pride.
OLD TOWN ARTISAN STUDIOS
78046 Calle Barcelona, La Quinta CA 92253 • 760.777.1444
Strategic outreach through veteran -serving organizations to expand awareness and access.
Funding for rising supply costs to maintain —and grow —our inclusive offerings to additional
partner programs.
This program directly supports vulnerable populations in our community by providing joy, purpose, and
belonging through creative engagement.
4. Community Engagement: Gingerbread Lane & City Events — $9,000
Beloved by thousands each year, Gingerbread Lane returns in 2026 as a magical, community -wide
celebration of the season. This free public event includes thousands of handcrafted gingerbread cookies
made by the Culinary Arts Academy at La Quinta High School —funded in part through this grant.
By allocating $9,000 toward this event and matching it with $9,000 of OTAS funds, the City of La Quinta
will receive sponsorship recognition at the $9,000 level, with branding on all signage and promotional
collateral.
Additionally, OTAS will supply 1,000 holiday-themed Art2Go Kits —each including ceramic cut-outs,
paints, and brushes —for distribution at the La Quinta Tree Lighting and La Quinta Easter
Eggstravaganza events. These take-home kits provide families with joyful, artful experiences and further
extend the city's presence as a champion for creativity.
We are proud of what we have built together with the City of La Quinta, and we are excited by what lies
ahead. Through your continued support, we will expand access to the arts, empower underserved
residents, and enrich our city's cultural vibrancy.
Thank you for your partnership, your trust, and your commitment to keeping art alive in La Quinta. We
welcome feedback and remain dedicated to growing this program in alignment with the city's values and
vision.
With Gratitude and Warm Regards,
Peggy Schulz
Director of Development
Old Town Artisan Studios
OLD TOWN ARTISAN STUDIOS
78046 Calle Barcelona, La Quinta CA 92253 • 760.777.1444