HomeMy WebLinkAbout2026 RY+AO Design Services Maintenance & Ops. Yard Project 2018-05 - Amend 4MEMORANDUM
DATE: July 24, 2026
TO: Jon McMillen, City Manager
FROM: Lucy Luna, Administrative Assistant Temp
Cv �Cv
CALIFORNIA -
RE: Amendment no. 4 with RY+AO for project no. 2018-05, M&O Yard
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 July 21, 2026 C11
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 anal
Bid ❑✓ RFP RFQ 3 written informal bids
F1Sole Source Select Source Cooperative Procurement
Requesting department shall check and attach the items below as appropriate:
❑✓ Agreement payment will be charged to Account No.: 401-0000-60185-201805-D
0 Agreement term: Start Date July 21, 2026
FVIAmount of Agreement, Amendment, Change Order, etc.
End Date
$10300.00
December 31, 2026
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 Mojica Expired (in-house) Date: 7/24/2026
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. 0773210-2025 Expires: 8/31 /2027
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
AMENDMENT NO. 4 TO AGREEMENT FOR CONTRACT SERVICES WITH RY+AO
This Amendment No. 4 ("Amendment 4") to Agreement for Contract Services
("Agreement") is made and entered into as of the 21st day of July 2026 ("Effective Date")
by and in between the CITY OF LA QUINTA ("City"), a California municipal corporation,
and Richard Yen & Associates Architects & Planners, Inc., a California Corporation, d/b/a
RY+AO ("Contracting Party").
RECITALS
WHEREAS, on or about August 12th, 2024, the City and Contracting Party entered
into an Agreement to provide Professional Planning and Design Services for the City's
Maintenance and Operations Yard, Project No. 2018-05, for a total not to exceed amount
of $222,806. The Term of the Agreement expires on December 31, 2025 ("Initial Term");
and
WHEREAS, on or about January 22, 2025, the City and Contracting Party mutually
agreed to execute Amendment 1 to amend: (1) Section 1.1 — Scope of Services and
related Exhibit A of the Agreement to include Phase 2 services as identified in Exhibit A
attached thereto; and (2) Section 2.1 — Contract Sum and related Exhibit B attached
thereto, increasing compensation by $337,401, for a total not to exceed amount of
$560,207-1 and
WHEREAS, on or about August 5, 2025, the City and Contracting Party mutually
agreed to execute Amendment 2 to amend: (1) Section 1.1 — Scope of Services and
related Exhibit A of the Agreement to include Phase 3 services as identified in Exhibit A
attached thereto; and (2) Section 2.1 — Contract Sum and related Exhibit B attached
thereto, increasing compensation by $564,678, for a total not to exceed amount of
$1,124,885; and
WHEREAS, on or about December 23, 2025, the City and Contracting Party
executed Amendment 3 to amend: Section 3.4 — Term to extend the Term of the
Agreement for one additional year, from January 1, 2026, through December 31, 2026
("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 include additional services
as identified in Exhibit A of this Amendment 4; and
WHEREAS, the City and Contracting Party mutually agree to amend Section 2.1
— Contract Sum and related Exhibit B to increase compensation by $10,300, for a total
not to exceed amount of $1,135,185, as identified in Exhibit B of this Amendment 4.
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 design and related professional
services for the City's Maintenance and Operations Yard, 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 include the additional services detailed
in Exhibit A, attached to this Amendment No. 4, 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 "Exhibit B" (the "Schedule of
Compensation") in a total amount not to exceed One Million One Hundred Thirty -Five
Thousand One Hundred Eighty -Five Dollars ($1,135,185) (the "Contract Sum"), for the
life of the Agreement, encompassing the Initial 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
Amendment No. 4 to the Agreement on the respective dates set forth below:
CITY OF LA QUINTA
a California Municipal Corporation
JLLEN, City Manager
ity of La Quinta, California
Dated: Z l 7-0
ATTEST:
-Jogo+
MONIKA RADEVA, ity Nerk
City of La Quinta, California
APPROVED AS TO FORM:
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
RY+AO:
SIGNED IN COUNTERPART
Name: Jianshan Lianq
Title: CEO
Dated:
IN WITNESS WHEREOF, the City and Contracting Party have executed
Amendment No. 4 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
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
RY+AO:
Nam Jianshan Liang
Title: CEO
Dated: 07/24/2026
Exhibit A
Scope of Services
ADDITIO\AL SERVICES — Power Stu
At the request of the City of La Quinta. we are providing this Change Order to provide a power study to
determine the existing available power and new power contribution from the new PV systern and dry
utility.
SCOPE OF SERVIC ES
Power Study
A Provide a power study to deterrnnirne the existing available power and new power contribution from the
new PV system and dry utility_ The study will evaluate whether a combination of the existing
nneters'panels available power. along with the additional power from the nen- photovoltaic (PV) design
and the electrical utility. will be sufficient to meet the building power requirements.
1. Available power from the existing panel'service serviu2 the park lighting .
Available power from the existing 600 amps. 120 ?08V panel sen'irng the existing Fire station.
3. Available power from the existing PV system at the'North parking.
4. Power contribution from the rnew PV system at the existing Parking canopies.
5. Power contribution from the new PV system to be in the nen- building roof.
6. Power contribution from the electrical utility.
7. Final power study documentation.
I\FOR-IATIO\ TO BE PROVIDED BY THE CITY OF LA QUI\TA
A. Power information from Fritz Burns Park-
-B. Power information from the existing PV panels connecting to the fire station.
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W'e will work to achieve the requirements of a reasonable schedule that is appropriate for this project. Our
fee for the services is based. in part_ on the Project being executed in a timely rnnarnrner without significant
delays or inntemnptions. The deliverable for this change order can be provided withun three weeks of receipt
of required information from the City.
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 One Million One Hundred Thirty -Five Thousand One Hundred
Eighty -Five Dollars ($1,135,185) ("Contract Sum"). The Contract Sum shall be paid to
Contracting Party in conformance with Section 2.2 of the Agreement.
The fee for the abox-e-described base sen-ices shall be a fixed fee in the amount of Ten Thousand Three
Hundred Dollars (510.300.00) as follows:
Architectural S 3.160.00
Electrical Eu_Euieeruig $ 7-140.00
Total S10.300.00
CONSENT CALENDAR ITEM NO. 11
City of La Quinta
CITY COUNCIL MEETING- July 21, 2026
STAFF REPORT
AGENDA TITLE: APPROVE AMENDMENT NO. 4 TO AGREEMENT FOR CONTRACT
SERVICES WITH RY+AO FOR MAINTENANCE AND OPERATIONS YARD PROJECT
NO. 2018-05 FOR CONSTRUCTION DOCUMENTS SERVICES
RECOMMENDATION
Approve Amendment No. 4 to Agreement for Contract Services with RY+AO for
Maintenance and Operations Yard Project No. 2018-05 Construction Documents
Services; and authorize the City Manager to execute the amendment.
EXECUTIVE SUMMARY
• On August 6, 2024, Council approved an agreement with RY+AO to provide
Programming Study (Phase 1) for the Maintenance and Operations Yard. This
agreement included the potential to continue Phases 1 and 3 with executed
amendments.
• Since then, Council has approved the following amendments to the agreement:
✓ Amendment No. 1, executed on January 21, 2025, to begin Preliminary
Desing (Phase 2), after Council accepted the Programming Study.
✓ Amendment No. 2, executed on August 5, 2025, tallowing Final Design and
bid/construction support to begin (Phase 3).
✓ Amendment No. 3, executed on December 2025, to extend the contract
term to December 31, 2026.
• Proposed Amendment No. 4 (Attachment 2) to the agreement includes a $10,300
increase in compensation to cover additional services as part of the final design
and bid/construction support.
FISCAL IMPACT
The proposed Amendment No. 4 includes a $10,300 increase in compensation to cover
additional design services as part of the final design and bid/construction support, for a
total not to exceed amount of $1,135,185.
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Budget for the Project was allocated in fiscal years 2019/20, 2023/24, 2024/25,
2025/2026, and 2026/2027 Capital Improvement Program (CIP) in the amount of
$19,753,539, which includes $19,111,013 in Measure G funding and $642,526 in
Maintenance and Facilities DIF. The following is the Project budget:
Project Budget*
Professional
$ 190,000
Master Planning/Design
$ 1,421,474
Construction
$ 13,000,000
Inspection/Testing/SurveyInspection/Testing/Survey
$ 300,000
Contingency
$ 4,842,065
TOTAL:
$ 19,753,539
* Staff recommends bringing the estimate back to Council once the final plans and
estimate are prepared.
BACKGROUND/ANALYSIS
The City of La Quinta's Maintenance and Operations (M&O) Yard is a proposed state-of-
the-art facility that will replace outdated and non -compliant buildings currently located
adjacent to Fritz Burns Park. The 10-acre site is shared with Fire Station No. 32, a former
fire station, and the park, which includes a swimming pool, playground, restrooms, tennis
and pickleball courts, a skate park, a dog park, and off-street parking.
The Project is comprised of three phases as follows:
• Phase 1 — perform appropriate engineering -related field surveys and prepare the
base map; update the Project's Master Plan and Facility Needs Assessment; and
perform the Planning and Programming Step for the proposed maintenance office
and crew quarters, and any amendments to the exterior storage facilities.
• Phase 2 — prepare preliminary plans and cost estimates for the proposed site
layout based on the selected Master Plan Needs Assessment option.
• Phase 3 — prepare final plans, specifications, and cost estimates from the
preliminary plans.
The project consolidates five Public Works operational units into a single, modern facility
to improve efficiency, enhance safety, and support long-term operational needs. Through
program refinements, the design has been streamlined to approximately 12,400 square
feet on a 2.82-acre portion of the site.
The new facility will include flexible office space, training rooms, maintenance bays,
modern restrooms, and optimized storage for tools, fleet vehicles, and materials. Site
improvements will feature redesigned parking for staff and fleet, pedestrian accessibility
upgrades, material storage zones, and a nursery area. Sustainability remains a key focus,
with energy -efficient systems, Title 24 compliance, and renewable energy infrastructure
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designed to meet at least 15% of annual energy needs. Future -proofing elements include
EV charging provisions and scalable infrastructure.
Phase 3 Final Design is nearing completion, and to maintain project momentum and avoid
delays, staff recommends approving the proposed Amendment to include additional final
design services and increase the compensation to cover the related costs. The additional
final design services authorization allows RY+AO to provide a power study to determine
the existing available power and new power contribution from the new photovoltaic (PV)
system and dry utility. The study will evaluate whether a combination of the existing
meters/panels available power, along with the additional power form the new PV design
and the electrical utility, will be sufficient to meet the building power requirements.
ALTERNATIVES
Staff does not recommend an alternative.
Prepared by: Carley Escarrega, Administrative Technician
Approved by: Bryan McKinney, P.E., Public Works Director/City Engineer
Attachments: 1. Site Plan Exhibit
2. Amendment No. 4 to Agreement for Contract Services
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Site Plan Exhibit ATTACHMENT 1
Existing
Total Acreage
10 acres
(Not to Scale)
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