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2015 10 20 HACALL TO ORDER VFL116 oil HIM Housing Authority agendas and staff reports are available on the City's web site: www. la-quinta. org HOUSING AUTHORITY AGENDA CITY HALL COUNCIL CHAMBERS 78-495 Calle Tampico La Quinta REGULAR QUARTERLY MEETING TUESDAY. OCTOBER 20. 2015 AT 4:00 P.M. ROLL CALL: Authority Members: Evans, Franklin, Osborne, Radi, Chairperson Pena VERBAL ANNOUNCEMENT— AB 23 [AUTHORITY SECRETARY] CONFIRMATION OF AGENDA PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA At this time, members of the public may address the Housing Authority on any matter not listed on the agenda. Please complete a "Request to Speak" form and limit ,your comments to three minutes. The Housing Authority values your comments; however in accordance with State law, no action shall be taken on any item not appearing on the agenda unless it is an emergency item authorized by GC 54954.2(b). JOINT CLOSED SESSION OF CITY COUNCIL AND HOUSING AUTHORITY 1. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PURSUANT TO GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT: THE SOUTHEAST CORNER OF WASHINGTON STREET AND HIDDEN RIVER ROAD (APNs 609-040-007, 609- 040-023, 609-040-028, 609-040-029, 609-051-007 AND 609-051-003) HOUSING AUTHORITY NEGOTIATOR: FRANK J. SPEVACEK, EXECUTIVE DIRECTOR NEGOTIATING PARTIES: SANDER AND PAULA SALKIND, URBAN HOUSING COMMUNITIES, AND COACHELLA VALLEY HOUSING COALITION UNDER NEGOTIATION: PRICE AND TERMS OF PAYMENT HOUSING AUTHORITY AGENDA OCTOBER 20, 2015 PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA At this time, members of the public may address the Housing Authority on any matter not listed on the agenda. Please complete a "request to speak" form and limit your comments to three minutes. The Housing Authority values your comments; however in accordance with State law, no action shall be taken on any item not appearing on the agenda unless it is an emergency item authorized by GC 54954.2(b). ANNOUNCEMENTS, PRESENTATIONS, AND WRITTEN COMMUNICATIONS - NONE CONSENT CALENDAR NOTE: Consent Calendar items are routine in nature and can be approved by one motion. PAGE 1. APPROVE MINUTES OF JULY 7, 2015 5 BUSINESS SESSION 1. AMEND PROFESSIONAL SERVICES AGREEMENTS WITH THE ALTUM 7 GROUP, INC., RGA LANDSCAPE ARCHITECTS, INC., AND STUDIO E ARCHITECTS FOR DESIGN SERVICES RELATED TO WASHINGTON STREET APARTMENTS REHABILITATION PROJECT STUDY SESSION - NONE PUBLIC HEARINGS - NONE DEPARTMENTAL REPORTS - NONE CHAIR AND BOARD MEMBERS' ITEMS - NONE REPORTS AND INFORMATIONAL ITEMS - NONE ADJOURNMENT *************************************** The next regular quarterly meeting of the Housing Authority will be held on January 19, 2016 at 4:00 p.m. in the City Council Chambers, 78-495 Calle Tampico, La Quinta, CA 92253. HOUSING AUTHORITY AGENDA 2 OCTOBER 20, 2015 2 DECLARATION OF POSTING I, Susan Maysels, Authority Secretary of the La Quinta Housing Authority, do hereby declare that the foregoing agenda for the La Quinta Housing Authority was posted near the entrance to the Council Chambers at 78-495 Calle Tampico and on the bulletin boards at 51-321 Avenida Bermudas and 78-630 Highway 111, on October 16, 2015. DATED: October 16, 2015 SUSAN MAYSELS, Authority Secretary La Quinta Housing Authority Public Notices The La Quinta City Council Chamber is handicapped accessible. If special equipment is needed for the hearing impaired, please call the City Clerk's Office at 777-7103, twenty-four (24) hours in advance of the meeting and accommodations will be made. If special electronic equipment is needed to make presentations to the Housing Authority, arrangement should be made in advance by contacting the City Clerk's Office at 777-7103. A one (1) week notice is required. If background material is to be presented to the Housing Authority during a meeting, please be advised that eight (8) copies of all documents, exhibits, etc., must be supplied to the City Clerk for distribution. It is requested that this take place prior to the beginning of the meeting. Any writings or documents provided to a majority of the Housing Authority regarding any item on this agenda will be made available for public inspection at the City Clerk counter at City Hall located at 78-495 Calle Tampico, La Quinta, California, 92253, during normal business hours. HOUSING AUTHORITY AGENDA 3 OCTOBER 20, 2015 3 HOUSING AUTHORITY MINUTES TUESDAY, JULY 7, 2015 CONSENT: 1 A special meeting of the La Quinta Housing Authority was called to order at 3:02 p.m. by Chairperson Pena. PRESENT: Authority Members Evans, Franklin, Osborne, Radi, Chair Pena ABSENT: None VERBAL ANNOUNCEMENT - AB 23 was made by the Deputy Authority Secretary PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA - None JOINT CLOSED SESSION OF CITY COUNCIL AND HOUSING AUTHORITY 1. CONFERENCE WITH REAL PROPERTY NEGOTIATORS PURSUANT TO GOVERNMENT CODE SECTION 54956.8 FOR PROPERTY LOCATED AT: THE SOUTHEAST CORNER OF WASHINGTON STREET AND HIDDEN RIVER ROAD (APNs 609-040-007, 609-040-023, 609-040-028, 609-040-029, 609-051-007 AND 609-051-003) AGENCY NEGOTIATOR: FRANK J. SPEVACEK, EXECUTIVE DIRECTOR NEGOTIATING PARTIES: SANDER AND PAULA SALKIND, URBAN HOUSING COMMUNITIES AND COACHELLA VALLEY HOUSING COALITION UNDER NEGOTIATION: PRICE AND TERMS OF PAYMENT RECESSED TO CLOSED SESSION AT 3:06 PM. CHAIRMAN PENA RECONVENED THE MEETING AT 4:13 PM CONFIRMATION OF AGENDA - Confirmed CONSENT CALENDAR - None BUSINESS SESSION - None PUBLIC HEARINGS - None CHAIR AND BOARD MEMBERS' ITEMS - None REPORTS AND INFORMATION ITEMS - None ADJOURNMENT There being no further business, it was moved and seconded by Authority Members Evans/Radi to adjourn at 4:13 p.m. Motion passed unanimously. Respectfully submitted, SUSAN MAYSELS, Authority Secretary HOUSING AUTHORITY MINUTES JULY 7, 2015 5 BUSINESS SESSION 1-1 EM NO. City of La Quinta HOUSING AUTHORITY MEETING: OCTOBER 20, 2015 STAFF REPORT AGENDA TITLE: AMEND PROFESSIONAL SERVICES AGREEMENTS WITH THE ALTUM GROUP, INC., RGA LANDSCAPE ARCHITECTS, INC., AND STUDIO E ARCHITECTS FOR DESIGN SERVICES RELATED TO WASHINGTON STREET APARTMENTS REHABILITATION PROJECT RECOMMEDATION Approve amendments to the Professional Services Agreements with the Altum Group, Inc., RGA Landscape Architects, Inc., and Studio E Architects for engineering, landscape design and architectural services respectively, related to the Washington Street Apartments Rehabilitation Project, and authorize the Executive Director to execute the Agreements. EXECUTIVE SUMMARY • The Washington Street Apartments and an adjoining vacant parcel were purchased in 2008 and 2007, respectively, by the former Redevelopment Agency (RDA) for the purpose of improving and rehabilitating the property. • The project was suspended in February 2012 when the RDA was disbanded. Several times thereafter, the project was started and suspended due to a combination of uncertainty and the inability to utilize 2011 housing bond proceeds. • A new funding source, generated by project savings from the Coral Mountains Apartments project combined with tax credits, now provides the ability for the project to move forward. • Current contracts do not provide for design, engineering, construction services and oversight for phase 2 of the project; the amendments will extend the term and scope of services. The amended contracts will later be assigned to an Affordable Housing Developer. FISCAL IMPACT The amendments will procure $463,965 of additional services and extend the contract term allowing $208,576 of previous contracted services to be completed. The combined amount is $672,541 and will funded with 2004 housing bond proceeds. These costs were included on the current Recognized Obligation Payment Schedule that was approved by the Successor Agency, Oversight Board and the State Department of Finance. BACKGROUND/ANALYSIS The Housing Authority approved contracts with the design consultants in the summer and fall of 2012, with the intention to rehabilitate the existing Washington Street Apartments units, construct 24 new units, and build a community center. In 2013, when it appeared that 2011 housing bond proceeds combined with tax credit financing would allow the entire originally -envisioned project (phase 1 and phase 2) to be built, the contracts were amended to include entitlement services for phase 2. The project was subsequently suspended when the State Department of Finance did not allow the use of 2011 bond proceeds. The Coral Mountains Apartments project is converting to permanent financing and the development cost accounting has identified roughly six million dollars in cost savings. The Authority has authorized staff to use these funds for the Washington Street Apartments Project. This money, combined with $2.5 million of 2004 housing bonds and 9 percent tax credits, will be sufficient to develop the entire project. Given this information and prior Authority direction, staff has been working with the Coachella Valley Housing Coalition (CVHC) to prepare an Affordable Housing Agreement so that this development can finally be built. The next step and Authority responsibility is to restart the design team and continue the design and construction document preparation activities (in essence, continue what they had started). While the Authority will initiate these activities, these contracts will eventually be assigned to CVHC prior to construction starting (or another entity if the Authority does not conclude an agreement with CVHC). The amendments modify the original contract term to coincide with completion of construction, add additional scope to handle and address several new project requirements as well as providing phase 2 services through construction. In consideration of the existing design teams' knowledge, history and work already completed on this project, staff recommends approving the amendments (Attachments 1, 2 and 3). III:lill/_1_I kyj *i The Housing Authority could elect to not proceed with the project at this time. Report prepared by: Edie Hylton, Deputy City Manager Report approved by: Frank J. Spevacek, Executive Director Attachments: 1. Professional Services Agreement, Amendment No. 2, with The Altum Group, Inc. 2. Professional Services Agreement, Amendment No. 1, with RGA Landscape Architects, Inc. 3. Professional Services Agreement, Amendment No. 2, with Studio E Architects a ATTACHMENT 1 AMENDMENT NO. 2 TO PROFESSIONAL SERVICES AGREEMENT WITH THE ALTUM GROUP, INC. This Amendment No. 2 to Professional Services Agreement with The Altum Group, Inc. ("Amendment No. 2") is made and entered into as of the 20th day of October, 2015 ("Effective Date") by and between the LA QUINTA HOUSING AUTHORITY ("AUTHORITY"), a public body, corporate and politic, and The Altum Group ("Consultant"). RECITALS WHEREAS, on or about July 13, 2012, the Authority and Consultant entered into a Professional Services Agreement to provide engineering services related to Washington Street Apartments Rehabilitation Project for the Authority. The term of the Agreement expires on July 31, 2015; and WHEREAS, changes are indicated to the Contract Sum in the Professional Services Agreement; and WHEREAS, the Authority is utilizing Consultant for Engineering Services; 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: In compliance with all terms and conditions of this Agreement, Consultant shall provide those services related to Washington Street Apartments Rehabilitation Project, as specified in the original scope of services dated June 27, 2012 and supplemented with additional scope of services " Amendment No. 1 to Scope of Services" dated March 8, 2013 and "Amendment No. 2 to Scope of Services" attached hereto as Exhibit "D" and incorporated herein by this reference (the "services" or "work"). Consultant warrants that all services will be performed in a competent, professional and satisfactory manner in accordance with the standards prevalent in the industry for such services. 2. Section 2.1 Contract Sum is amended to read as follows: For the services rendered pursuant to this Agreement Consultant shall be compensated in accordance with Exhibit "B" (The "Schedule of Compensation") in a total amount not to exceed Three Hundred Forty Thousand Dollars ($340,000) (the "Contract Sum"), except as provided in Section 1.6 The method of compensation is set forth in the Schedule of Compensation. Compensation may Rev.2-5-14 9 include reimbursement for actual and necessary expenditures for reproduction costs, transportation expense, telephone expense, and similar costs and expenses with and if specified in the Schedule of Compensation. Consultant's overall compensation shall not exceed the Contract Sum except as provided in Section 1.6 of this Agreement, "Additional Services." In addition, the rate of compensation shall not exceed the amounts authorized for the Washington Street Apartments Rehabilitation Project in the approved Recognized Obligation Payment Schedule. 3. Section 3.4 Term is amended to read as follows: The term of this agreement shall commence on July 13, 2012 and terminate on July 31, 2019 (initial term), unless terminated earlier in accordance with Section 8.7 or 8.8 This agreement may be extended for one additional year(s) upon mutual agreement by both parties (extended term). 4. Exhibit B - Schedule of Compensation is amended as attached in Exhibit B. 5. Exhibit C - Schedule of Performance is amended as attached in Exhibit C. 6. Exhibit D - Scope of Services, is amended as attached in Exhibit D In all other respects, the Original Agreement shall remain in effect. IN WITNESS WHEREOF, the Authority and Consultant have executed this Amendment No. 2 to the Professional Services Agreement on the respective dates set forth below. LA QUINTA HOUSING AUTHORITY, a public body, corporate and politic Dated: Frank J. Spevacek, EXECUTIVE DIRECTOR ATTEST: Susan Maysels, HOUSING AUTHORITY SECRETARY APPROVED AS TO FORM: William H. Ihrke, HOUSING AUTHORITY COUNSEL Rev.2-5-14 10 CONSULTANT: By: Name: Title: Rev.2-5-14 `m Exhibit B With the exception of compensation, Additional Services provided for in Section 2.2 of this Agreement, the maximum total compensation to be paid to Consultant under this Agreement is Three Hundred Forty Thousand Dollars ($340,000) ("Contract Sum"). The Contract Sum shall be paid to Consultant in installment payments made on a monthly basis and in an amount identified in Consultant's Schedule of Compensation attached hereto for the work tasks performed and properly invoiced by Consultant in conformance with Section 2.2 of the Agreement. See original Fee Schedule dated June 27, 2012 and supplemented with additional Fee Schedule in Exhibit D, Amendment No. 2 Engineering Services Attached. Rev.2-5-14 13 Schedule C Schedule of Performance Consultant shall complete all services identified in the Scope of Services. It is anticipated the project will be completed by July 31, 2019; however, the schedule may be delayed due to unforeseen circumstances related to the USDA -Rural Development, or Tax Credit Awards. Therefore, the Agreement term includes an option for a one year extension. Rev.2-5-14 14 Amendment No. 2 Engineering Services EXHIBIT `D' WSA Rehabilitation Project — Final Design and Construction Services E115 La Quinta Housing Authority The Altum croup October 13, 2015 - Revised ♦ INTRODUCTION The Altum Group (Altum) has been requested by The La Quinta Housing Authority (Client) to provide an updated scope and fee for final design and construction services associated with the Washington Street Apartments (Project) on a 11.32 acre site (or Property). The property includes APNs 609-04-007, -023 and -028, and is located at the southeast corner of Hidden River Road and Washington Street, in the City of La Quinta. The scope identified herein is based on our experience with the project, the City of La Quinta and other similar projects. The scope includes preparation of separate plans for Phase 1 and Phase 2. The Client proposes to develop the project in two (2) phases: Phase 1 consisting of the construction of 26 new dwelling units and the rehabilitation of 72 existing units on 2.55 acres and 3.61 acres, respectively; and, Phase 2 consisting of the construction of 42 new dwelling units on 5.16 acres of undeveloped land. ♦ SCOPE OF SERVICES A. Final Design Services PHASE 1 Task I — CVWD Exhibit and Submittal During the recent economic downturn, The Coachella Valley Water District (CVWD) prepared and implemented a Development Design Manual (DDM). Although the document has been in existence for the last few years, it has undergone several updates and changes in implementation. Based on recent experience with CVWD with regard to public water and sewer alignments, pipeline separation and easement width, we recommend that a separate Water and Sewer Exhibit be prepared and submitted to CVWD to confirm the alignments, separation and easement requirements prior to proceeding further with any plan preparation. This task includes preparation of one (1) exhibit and addressing minor comments, if any, from CVWD. Task 2 — Precise Grading Plan Altum will prepare one (1) Precise Grading Plan based on the approved preliminary grading and drainage exhibit and the City of La Quinta final conditions of approval for the SDP. The Precise Grading Plan will be prepared at I"=20' scale and in accordance with City of La Quinta requirements. Plans will identify building location with finished floor/pad elevations, on-site grading, storm drain and retention facilities, site lighting (location and photometrics by architect), entrance/gates (if applicable), ADA accessibility, parking improvements, wall locations and elevations at all required locations. Wall and utility improvements along Washington Street and Hidden Valley Road, previously identified on a separate plan, will be incorporated in the grading P.•Iproposalslproposals-10111P1164 WashingtonSt AptslcorrespondenceldocumentslproposalsU5-10-13 WSA ProposalTevised.doc 1 of 11 15 EXHIBIT `D' WSA Rehabilitation Project — Final Design and Construction Services El 173 La Quinta Housing Authority The Altum croup October 13, 2015 - Revised plan. Plan sheets will consist of the following: a title sheet, detail sheet, horizontal control sheet, grading sheets, storm drain sheet(s) and utility sheet(s). The topography, boundary and utility digital files prepared during the Phase 1 entitlement will be used as the base files for the precise grading plan. Retaining walls are not anticipated in the design and are not included as part of this proposal. Should said walls become necessary or desired, a contract addendum will be prepared for the design of these walls. It is assumed that the final grading identified on the precise grading plan will not vary substantially from the grading exhibit prepared during entitlement and preliminary engineering. One (1) earthwork calculation will be prepared based on the final grading design. No off-site improvements are included in this scope. Once prepared, the plans will be submitted to the City of La Quinta for review and approval. Altum will address minor corrections as required. Task 3 — Final On-site Hydrology Report A final on-site hydrology report will be prepared using City of La Quinta and Riverside County design criteria to determine the on-site retention basin requirements for the on-site developed flows. The final on-site hydrology report will be based on the preliminary on-site hydrology analysis (prepared during entitlement) and will determine sizing for any on-site storm drain facilities. Altum has assumed the site is not subject to off-site flows or floodplain mapping (CLOMR/LOMR) requirements. If this becomes necessary, a separate Off-site Hydrology Report will be required and a contract addendum prepared for this work. Task 4 — Storm Water Pollution Prevention Plan (SWPPP) Altum will prepare one (1) Storm Water Pollution Prevention Plan (SWPPP) based on the approved final conditions of approval and in accordance with State requirements. The Notice of Intent (NOI) will be prepared electronically on the Storm Water Multiple Application and Report Tracking System (SMARTS) for the State Water Resources Control Board. Altum will provide the Client with a copy of the NOI filed on SMARTS and Fee Statement. The Fee Statement will include the permit fee amount and will need to be wet signed and submitted to the water board for final processing by the Client. The SWPPP covers construction activities on the site and must be present at the site during construction. The Client is responsible for the Construction Annual Reports throughout the duration of the project, filing of the Notice of Termination (NOT) upon project completion and providing a Qualified SWPPP Practitioner (QSP) through the construction process. Altum can provide a proposal for any of these tasks as requested by Client. No submittal, application or permitting fees are included herein. P:• proposalslproposals-20111P1164 WashingtonSt AptslcorrespondenceldocumentslproposalsU5-10-13 WSA ProposalTevised.doc 2 of 11 16 EXHIBIT `D' WSA Rehabilitation Project — Final Design and Construction Services E115 La Quinta Housing Authority The Altum croup October 13, 2015 - Revised Task 5 — PM -10 Dust Mitigation Plan Altum will prepare one (1) PM -10 plan for dust control. The plan will be prepared as a single plan/report and in accordance with the City of La Quinta and South Coast Air Quality Management District requirements. Task 6 — Final Water Quality Management Plan (WQMP) Altum will prepare one (1) final Water Quality Management Plan (WQMP) for post -construction BMPs for the Project in accordance with the NPDES and MS -4 permit requirements. The final WQMP will be based on the preliminary WQMP prepared during entitlement. Altum will coordinate with the Client regarding BMP's applicable to the proposed facility. Prior to approval by the agency, the Client must sign the WQMP. The Client will be responsible for implementation and post - construction maintenance of the site BMP's for the life of the project. Task 7 — Project Quantity (bonding) Estimates Altum will prepare one (1) final Quantity Estimate in support of opinions of probable construction costs for City of La Quinta and Coachella Valley Water District permitting/bonding purposes. Quantity estimate alterations and/or deviations from the Altum-generated estimate (MS Excel format) will be the responsibility of the Client and are not part of this proposal. Task 8 — Water Improvement Plans (Public and Private) Altum will prepare one (1) Water Improvement Plan for the project's public water improvements. The water plan will be prepared to scale and in accordance with the Coachella Valley Water District (CVWD) requirements. A hydraulic network analysis is not included, as CVWD has previously performed their own analysis. Said improvements include a "tie-in" to the existing water main, extension of a water main down the interior access road, fire hydrants, water meters and other appurtenances. Private water lines will be identified on a separate plan connecting the proposed buildings with the public water system. Sizing of the private water lines will be provided by the fire sprinkler consultant and/or mechanical engineer. Altum will process the public plan through CVWD and the Riverside County Fire Department, and the private plan through the City. Coordination and meetings with the fire department will be billed under the project management budget. Separate easement documents are not included. Task 9 — Sewer Improvement Plan (Private) Altum will prepare one (1) Sewer Improvement Plan for the project's private sewer improvements. The sewer plan will be prepared to scale and processed through the City of La Quinta. The improvement plan will include a "tie-in" to the public sewer located along the primary access road, as P.•Iproposalslproposals-10111P1164 WashingtonSt AptslcorrespondenceldocumentslproposalsU5-10-13 WSA ProposalTevised.doc 3 of 11 17 EXHIBIT `D' WSA Rehabilitation Project — Final Design and Construction Services El 173 La Quinta Housing Authority The Altum croup October 13, 2015 - Revised well as cleanouts/service provided to each building. Sizing of the private sewer lines will be provided by the mechanical engineer. Separate easement documents are not included. Task 10 — Final Map Altum will prepare one (1) final map for the project based on the approved tentative tract map and final conditions of approval. The final map will be prepared utilizing City of La Quinta and Subdivision Map Act requirements. The map will define the two parcels, right of way dedications, open space (if any), and easements (where appropriate) will also be depicted. Altum will provide the required closure calculations for the processing of the final map. Upon substantial completion of the proposed improvements, Altum will set the monuments as prescribed on the recorded Parcel Map. Altum will prepare monument tie notes as required by the agency's mapping ordinance. Task 11 — Utility Coordination and Undergrounding (T&M) Altum will provide final utility coordination for the project site. Said coordination includes the following: preparation of a composite utility plan for the project identifying all proposed wet/dry utilities; preparation of one (1) application for each dry utility company to provide service to the site/buildings (coordination of building services/connections is not included); and coordination with each dry utility company to finalize their design/services for the project. No design work or field work is included herein. Client is responsible for any utility coordination, phasing and the installation of facilities and services during construction. Task 12 —Miscellaneous Tasks (T&M) Altum will perform miscellaneous tasks in support of the project. Said tasks may include preparation of exhibits, additional coordination or meetings, or other tasks not specifically identified herein or as requested or directed by Client. Should the budget be in jeopardy of being depleted, Altum will request a contract amendment for the necessary budget to complete the project. Said contract addendum will be prepared by Altum and processed by the Client prior to incurring budgetary overruns. Task 13 - Project Management and Coordination (T&M) Altum will provide project management and coordination during performance of the final design services. This includes coordination with the agencies and project team for processing the plans and revising the plans based on agency comments. Should the budget be in jeopardy of being depleted, Altum will request a contract amendment for the necessary budget to complete the project. Said contract addendum will be prepared by Altum and processed by the Client prior to incurring P:• proposalslproposals-20111P1164 WashingtonSt AptslcorrespondenceldocumentslproposalsU5-10-13 WSA ProposalTevised.doc 4 of 11 18 EXHIBIT `D' WSA Rehabilitation Project — Final Design and Construction Services E115 La Quinta Housing Authority The Altum croup October 13, 2015 - Revised budgetary overruns. Task 14 - Reimbursables (T&M) A reimbursables estimate is included herein. These items may include mileage costs, reproduction, postage, etc. and will be billed at cost plus fifteen (15) percent. Agency submittal fees, bonding, permit or other fees are not included herein. Should the budget be in jeopardy of being depleted, Altum will request a contract amendment for the necessary budget to complete the project. Said contract addendum will be prepared by Altum and processed by the Client prior to incurring budgetary overruns. PHASE 2 Task I — Precise Grading Plan Altum will prepare one (1) Precise Grading Plan based on the approved preliminary grading and drainage exhibit and the City of La Quinta final conditions of approval for the SDP. The Precise Grading Plan will be prepared at 1"=20' scale and in accordance with City of La Quinta requirements. Plans will identify building location with finished floor/pad elevations, on-site grading, storm drain and retention facilities, site lighting (location and photometrics by architect), entrance/gates (if applicable), ADA accessibility, parking improvements, wall locations and elevations at all required locations. Plan sheets will consist of the following: a title sheet, detail sheet, horizontal control sheet, grading sheets and storm drain sheet(s). The topography, boundary and utility digital files prepared during the Phase 2 entitlement will be used as the base files for the precise grading plan. Retaining walls are not anticipated in the design and are not included as part of this proposal. Should said walls become necessary or desired, a contract addendum will be prepared for the design of these walls. It is assumed that the final grading identified on the precise grading plan will not vary substantially from the grading exhibit prepared during entitlement and preliminary engineering. One (1) earthwork calculation will be prepared based on the final grading design. No off-site improvements are included in this scope. Once prepared, the plans will be submitted to the City of La Quinta for review and approval. Altum will address minor corrections as required. Task 2 — Final On-site Hydrology Report A final on-site hydrology report will be prepared using City of La Quinta and Riverside County design criteria to determine the on-site retention basin requirements for the on-site developed flows. The final on-site hydrology report will be based on the preliminary on-site hydrology analysis (prepared during entitlement) and will determine sizing for any on-site storm drain facilities. Altum has assumed the site is not subject to off-site flows or floodplain mapping (CLOMR/LOMR) P:• proposalslproposals-20111P1164 WashingtonSt AptslcorrespondenceldocumentslproposalsU5-10-13 WSA ProposalTevised.doc 5 of 11 19 EXHIBIT `D' WSA Rehabilitation Project — Final Design and Construction Services El 173 La Quinta Housing Authority The Altum croup October 13, 2015 - Revised requirements. If this becomes necessary, a separate Off-site Hydrology Report will be required and a contract addendum prepared for this work. Task 3 — Storm Water Pollution Prevention Plan (SWPPP) Altum will prepare one (1) Storm Water Pollution Prevention Plan (SWPPP) based on the approved final conditions of approval and in accordance with State requirements. The Notice of Intent (NOI) will be prepared electronically on the Storm Water Multiple Application and Report Tracking System (SMARTS) for the State Water Resources Control Board. Altum will provide the Client with a copy of the NOI filed on SMARTS and Fee Statement. The Fee Statement will include the permit fee amount and will need to be wet signed and submitted to the water board for final processing by the Client. The SWPPP covers construction activities on the site and must be present at the site during construction. The Client is responsible for the Construction Annual Reports throughout the duration of the project, filing of the Notice of Termination (NOT) upon project completion and providing a Qualified SWPPP Practitioner (QSP) through the construction process. Altum can provide a proposal for any of these tasks as requested by Client. No submittal, application or permitting fees are included herein. Task 4 — PM -10 Dust Mitigation Plan Altum will prepare one (1) PM -10 plan for dust control. The plan will be prepared as a single plan/report and in accordance with the City of La Quinta and South Coast Air Quality Management District requirements. Task S — Final Water Quality Management Plan (WQMP) Altum will prepare one (1) final Water Quality Management Plan (WQMP) for post -construction BMPs for the Project in accordance with the NPDES and MS -4 permit requirements. The final WQMP will be based on the preliminary WQMP prepared during entitlement. Altum will coordinate with the Client regarding BMP's applicable to the proposed facility. Prior to approval by the agency, the Client must sign the WQMP. The Client will be responsible for implementation and post - construction maintenance of the site BMP's for the life of the project. Task 6 — Project Quantity (bonding) Estimates Altum will prepare one (1) final Quantity Estimate in support of opinions of probable construction costs for City of La Quinta and Coachella Valley Water District permitting/bonding purposes. Quantity estimate alterations and/or deviations from the Altum-generated estimate (MS Excel format) will be the responsibility of the Client and are not part of this proposal. P:• proposalslproposals-20111P1164 WashingtonSt AptslcorrespondenceldocumentslproposalsU5-10-13 WSA ProposalTevised.doc 6 of 11 20 EXHIBIT `D' WSA Rehabilitation Project — Final Design and Construction Services E115 La Quinta Housing Authority The Altum croup October 13, 2015 - Revised Task 7 — Water Improvement Plans (Public and Private) Altum will prepare one (1) Water Improvement Plan for the project's public water improvements. The water plan will be prepared to scale and in accordance with the Coachella Valley Water District (CVWD) requirements. A hydraulic network analysis is not included, as CVWD has previously performed their own analysis. Said improvements include a "tie-in" to the proposed Phase 1 water main, extension of a water main down the interior access road, fire hydrants, water meters and other appurtenances. Private water lines will be identified on a separate plan connecting the proposed buildings with the public water system. Sizing of the private water lines will be provided by the fire sprinkler consultant and/or mechanical engineer. Altum will process the public plan through CVWD and the Riverside County Fire Department, and the private plan through the City. Coordination and meetings with the fire department will be billed under the project management budget. Separate easement documents are not included. Task 8 — Sewer Improvement Plan (Public Backbone and Private) Altum will prepare one (1) Backbone Sewer Improvement Plan for the project's public sewer improvements. The sewer plan will be prepared to scale and in accordance with the Coachella Valley Water District (CVWD) requirements. A hydraulic analysis is not included, as CVWD has previously performed their own analysis. Said improvements include a "tie-in" to an existing offsite public sewer in Darby Road, extension of a sewer main through Phase 2 and "stubbed" to Phase 1, manholes and cleanouts as required. Altum will prepare one (1) Sewer Improvement Plan for the project's private sewer improvements. The sewer plan will be prepared to scale and processed through the City of La Quinta. The improvement plan will include a "tie-in" to the public sewer located along the primary access road, as well as cleanouts/service provided to each building. Sizing of the private sewer lines will be provided by the mechanical engineer. Separate easement documents are not included. Task 9 — Backbone Sewer Exhibits and Coordination (T&M) Altum will prepare exhibits and provide coordination for Client in an effort to help finalize the backbone sewer alignment. This work will be performed on a time and materials (T&M) basis. An initial budget has been established for this task. Should the budget be in jeopardy of being depleted, Altum will request a contract amendment for the necessary budget to complete the project. Said contract addendum will be prepared by Altum and processed by the Client prior to incurring budgetary overruns. P:• proposalslproposals-20111P1164 WashingtonSt AptslcorrespondenceldocumentslproposalsU5-10-13 WSA ProposalTevised.doc 7 of 11 21 EXHIBIT `D' WSA Rehabilitation Project — Final Design and Construction Services E115 La Quinta Housing Authority The Altum croup October 13, 2015 - Revised Task 10 — Backbone Sewer Legals and Plats Altum will prepare up to two (2) legal descriptions and plats for the proposed offsite public sewer. Said legal descriptions and plats will be reviewed by CVWD. Altum will submit the documents for review and address minor comments as part of the review process. Task 11 — Utility Coordination and Undergrounding (T&M) Altum will provide final utility coordination for the project site. Said coordination includes the following: preparation of a composite utility plan for the project identifying all proposed wet/dry utilities; preparation of one (1) application for each dry utility company to provide service to the site/buildings (coordination of building services/connections is not included); and coordination with each dry utility company to finalize their design/services for the project. No design work or field work is included herein. Client is responsible for any utility coordination, phasing and the installation of facilities and services during construction. Task 12 —Miscellaneous Tasks (T&M) Altum will perform miscellaneous tasks in support of the project. Said tasks may include preparation of exhibits, additional coordination or meetings, or other tasks not specifically identified herein or as requested or directed by Client. Should the budget be in jeopardy of being depleted, Altum will request a contract amendment for the necessary budget to complete the project. Said contract addendum will be prepared by Altum and processed by the Client prior to incurring budgetary overruns. Task 13 - Project Management and Coordination (T&M) Altum will provide project management and coordination during performance of the final design services. This includes coordination with the agencies and project team for processing the plans and revising the plans based on agency comments. Should the budget be in jeopardy of being depleted, Altum will request a contract amendment for the necessary budget to complete the project. Said contract addendum will be prepared by Altum and processed by the Client prior to incurring budgetary overruns. Task 14 - Reimbursables (T&M) A reimbursables estimate is included herein. These items may include mileage costs, reproduction, postage, etc. and will be billed at cost plus fifteen (15) percent. Agency submittal fees, bonding, permit or other fees are not included herein. Should the budget be in jeopardy of being depleted, Altum will request a contract amendment for the necessary budget to complete the project. Said contract addendum will be prepared by Altum and processed by the Client prior to incurring budgetary overruns. P:• proposalslproposals-20111P1164 WashingtonSt AptslcorrespondenceldocumentslproposalsU5-10-13 WSA ProposalTevised.doc 8 of 11 22 EXHIBIT `D' WSA Rehabilitation Project — Final Design and Construction Services E115 La Quinta Housing Authority The Altura croup October 13, 2015 - Revised B. Construction Services PHASE 1 Task I — Construction Support (T&M) Altura will provide bid and construction support to assist Client with questions during bidding, respond to RFIs and construction issues, attend construction meetings, and coordinate with agencies as required. Altura will perform these services on a time and materials (T&M) basis at the Client's direction. Should the budget be depleted, Altura will request a contract amendment for the necessary budget to complete the project. Said contract addendum will be prepared by Altum and processed by the Client prior to incurring budgetary overruns. Task 2 — Record Drawings/Project Closeout Altura will prepare record drawings (as-builts) for the project grading plans in conformance with City's Engineering Bulletin No. 09-01. Budget includes: a site walk after construction is complete; up to ten (10) hours of CAD time to incorporate contractor's redlines (if any) and site walk redlines into the approved precise grading plan digital files; printing/submission of substitute mylars; preparation of a project conformance letter; and preparation and submission of a CD with all project digital information. Altura will perform these services on a fixed fee basis. Should the scope expand beyond the work described herein, Altura will request a contract amendment for the necessary budget to complete the project. Said contract addendum will be prepared by Altura and processed by the Client prior to incurring budgetary overruns. PHASE 2 Task 1— Construction Support (T&M) Altura will provide bid and construction support to assist Client with questions during bidding, respond to RFIs and construction issues, attend construction meetings, and coordinate with agencies as required. Altura will perform these services on a time and materials (T&M) basis at the Client's direction. Should the budget be depleted, Altura will request a contract amendment for the necessary budget to complete the project. Said contract addendum will be prepared by Altura and processed by the Client prior to incurring budgetary overruns. Task 2 — Record Drawings/Project Closeout Altura will prepare record drawings (as-builts) for the project grading plans in conformance with City's Engineering Bulletin No. 09-01. Budget includes: a site walk after construction is complete; up to ten (10) hours of CAD time to incorporate contractor's redlines (if any) and site walk redlines P:• proposalslproposals-20111P1164 WashingtonSt AptslcorrespondenceldocumentslproposalsU5-10-13 WSA ProposalTevised.doc 9 of 11 23 EXHIBIT `D' WSA Rehabilitation Project — Final Design and Construction Services El 173 La Quinta Housing Authority The Altum croup October 13, 2015 - Revised into the approved precise grading plan digital files; printing/submission of substitute mylars; preparation of a project conformance letter; and preparation and submission of a CD with all project digital information. Altum will perform these services on a fixed fee basis. Should the scope expand beyond the work described herein, Altum will request a contract amendment for the necessary budget to complete the project. Said contract addendum will be prepared by Altum and processed by the Client prior to incurring budgetary overruns. ♦ FEE SCHEDULE A. Final Design Services PHASE 1 TASK 1 CVWD Exhibit and Submittal ........................................... $ 3,500 TASK 2 Precise Grading Plan ......................................................... $ 20,500 TASK 3 Final On-site Hydrology Report ........................................ $ 6,500 TASK4 SWPPP.............................................................................. $ 3,500 TASK 5 PM -10 Dust Mitigation Plan ............................................. $ 3,000 TASK 6 Final WQMP..................................................................... $ 4,500 TASK 7 Project Quantity (bonding) Estimates ............................... $ 1,500 TASK 8 Water Improvement Plan - Public ..................................... $ 12,500 Water Improvement Plan - Private .................................... $ 6,500 TASK 9 Sewer Improvement Plan - Private .................................... $ 6,500 TASK 10 Final Map.......................................................................... $ 6,500 Monumentation................................................................. $ 3,000 TASK 11 Utility Coordination and Undergrounding (T&M) ........... $ 4,000 Composite Utility Plan ...................................................... $ 5,500 Dry Utility Applications (T&M)....................................... $ 5,000 TASK 12 Miscellaneous Tasks (T&M))........................................... $ 5,000 TASK 13 Project Management & Coordination (T&M)................... $ 10,500 TASK 14 Reimbursables (T&M)...................................................... $ 1,500 Phase 1 Subtotal $109,500 PHASE 2 TASK 1 Precise Grading Plan ......................................................... $ 22,500 TASK 2 Final On-site Hydrology Report ........................................ $ 6,500 TASK3 SWPPP.............................................................................. $ 3,500 TASK 4 PM -10 Dust Mitigation Plan ............................................. $ 3,000 TASK 5 Final WQMP..................................................................... $ 4,500 P.•Iproposalslproposals-20111P1164 WashingtonSt AptslcorrespondenceldocumentslproposalsU5-10-13 WSA ProposalTevised.doc 10 of 11 24 EXHIBIT `D' WSA Rehabilitation Project — Final Design and Construction Services E115 La Quinta Housing Authority The Altum croup October 13, 2015 - Revised TASK 6 Project Quantity (bonding) Estimates ............................... $ 1,500 TASK 7 Water Improvement Plan - Public ..................................... $ 12,500 Water Improvement Plan - Private .................................... $ 6,500 TASK 8 Sewer Improvement Plan - Public Backbone .................... $ 14,500 Sewer Improvement Plan — Private ................................... $ 6,500 TASK 9 Backbone Sewer Exhibits and Coordination (T&M)........ $ 3,500 TASK 10 Backbone Sewer — Legal and Plats ($2,750 each) ............ $ 5,500 TASK 11 Utility Coordination(T&M).............................................. $ 4,000 Composite Utility Plan ...................................................... $ 5,500 Dry Utility Applications (T&M)....................................... $ 5,000 TASK 12 Miscellaneous Tasks (T&M))........................................... $ 5,000 TASK 13 Project Management & Coordination (T&M)................... $ 10,500 TASK 14 Reimbursables (T&M)...................................................... $ 1,500 Phase 2 Subtotal $122,000 B. Construction Services PHASE 1 TASK 1 Construction Support (T&M)............................................ $ 5,000 TASK 2 Record Drawings/Project Closeout ................................... $ 3,000 Phase 1 Subtotal $ 8,000 PHASE 2 TASK 1 Construction Support (T&M)............................................ $ 5,000 TASK 2 Record Drawings/Project Closeout ................................... $ 3,000 Phase 2 Subtotal $ 8,000 PHASE 1 AND 2 TOTAL $247,500 ♦ ASSUMPTIONS AND EXCLUSIONS The following list is not intended to be all-inclusive. If there are items determined to be necessary for the successful completion of the project, please notify us so that we can modify this proposal. 1. Sub -consultant services (e.g., geotechnical or fire sprinkler consultant) are not included; 2. Construction staking is not included herein. For planning purposes, our initial estimate is $25,000 (Phase 1) and $57,000 (Phase 2); 3. All submittal fees, application fees and permit fees are the responsibility of the Client; and 4. All studies, plans, reports or tasks not specifically identified herein are excluded. P:• proposalslproposals-20111P1164 WashingtonSt Aptslcorrespondenceldocumentslproposalsll5-10-13 WSA ProposalTevised.doc 11 of 11 25 73710 Fred Waring Drive, Suite 219 Palm Desert, CA 92260 EIF:i 760.346.4750 Tel 760.340.0089 Fax I h<• Altum Croup 2015 SCHEDULE OF HOURLY RATES Staff Member Hourly Rate Principal $160.00 Director/Senior Project Manager $140.00 Project Manager $130.00 Assistant Project Manager $120.00 Senior Associate $110.00 Associate $90.00 Assistant $75.00 Project Coordinator $65.00 Administrative Assistant/Clerical $50.00 Intern $30.00 Survey Crew (2 -man, non -prevailing) $185.00 Survey Crew (1 -man, non -prevailing) $135.00 Reimbursables Expenses: Mileage is billed at IRS business rate plus 15% Printing, reproduction, etc. are billed at direct cost plus 15% Altum's Schedule of Hourly Rates is subject to change based on an annual review of the cost of living and employee wage increases. In the event Altum's Schedule of Hourly Rates changes, a corresponding percentage increase shall be app! ed te all rep;a4ffi�pg shall apply to subsequent Extra Work. M:\finance\rate schedule\2015 Schedule of Hourly Rates 26 ATTACHMENT 2 AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT WITH RGA LANDSCAPE ARCHITECTS, INC. This Amendment No. 1 to Professional Services Agreement with The RGA Landscape Architects, Inc. ("Amendment No. 1") is made and entered into as of the 20th day of October, 2015 ("Effective Date") by and between the LA QUINTA HOUSING AUTHORITY ("AUTHORITY"), a public body, corporate and politic, and RGA Landscape Architects, Inc. ("Consultant"). RECITALS WHEREAS, on or about July 13, 2012, the Authority and Consultant entered into a Professional Services Agreement to provide landscape architectural services related to Washington Street Apartments Rehabilitation Project for the Authority. The term of the Agreement expires on July 31, 2015; and WHEREAS, changes are indicated to the Contract Sum in the Professional Services Agreement; and WHEREAS, the Authority is utilizing Consultant for Land Services; 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: In compliance with all terms and conditions of this Agreement, Consultant shall provide those services related to Washington Street Apartments Rehabilitation Project, as specified in the original scope of services dated June 26, 2012 and supplemented with additional scope of services "Amendment No. 1 to Scope of Services" attached hereto as Exhibit "D" and incorporated herein by this reference (the "services" or "work"). Consultant warrants that all services will be performed in a competent, professional and satisfactory manner in accordance with the standards prevalent in the industry for such services. 2. Section 2.1 Contract Sum is amended to read as follows: For the services rendered pursuant to this Agreement Consultant shall be compensated in accordance with Exhibit "B" (The "Schedule of Compensation") in a total amount not to exceed Fifty Five Thousand One Hundred Twenty Five Dollars ($55,125) (the "Contract Sum"), except as provided in Section 1.6 The method of compensation is set forth in the Schedule of Compensation. Compensation may include reimbursement for actual and necessary expenditures for Rev.2-5-14 27 reproduction costs, transportation expense, telephone expense, and similar costs and expenses with and if specified in the Schedule of Compensation. Consultant's overall compensation shall not exceed the Contract Sum except as provided in Section 1.6 of this Agreement, "Additional Services." In addition, the rate of compensation shall not exceed the amounts authorized for the Washington Street Apartments Rehabilitation Project in the approved Recognized Obligation Payment Schedule. 3. Section 3.4 Term is amended to read as follows: The term of this agreement shall commence on July 13, 2012 and terminate on July 31, 2019 (initial term), unless terminated earlier in accordance with Section 8.7 or 8.8 This agreement may be extended for one additional year(s) upon mutual agreement by both parties (extended term). 4. Exhibit B - Schedule of Compensation is amended as attached in Exhibit B. 5. Exhibit C - Schedule of Performance is amended as attached in Exhibit C. 6. Exhibit D - Scope of Services, is amended as attached in Exhibit D In all other respects, the Original Agreement shall remain in effect. IN WITNESS WHEREOF, the Authority and Consultant have executed this Amendment No. 2 to the Professional Services Agreement on the respective dates set forth below. LA QUINTA HOUSING AUTHORITY, a public body, corporate and politic Dated: Frank J. Spevacek, EXECUTIVE DIRECTOR ATTEST: Susan Maysels, HOUSING AUTHORITY SECRETARY APPROVED AS TO FORM: William H. Ihrke, HOUSING AUTHORITY COUNSEL Rev.2-5-14 28 CONSULTANT: By: Name: Title: Rev.2-5-14 29 30 Exhibit B With the exception of compensation, Additional Services provided for in Section 2.2 of this Agreement, the maximum total compensation to be paid to Consultant under this Agreement is Fifty Five Thousand One Hundred Twenty Five Dollars ($55,125) ("Contract Sum"). The Contract Sum shall be paid to Consultant in installment payments made on a monthly basis and in an amount identified in Consultant's Schedule of Compensation attached hereto for the work tasks performed and properly invoiced by Consultant in conformance with Section 2.2 of the Agreement. See original Fee Schedule dated June 27, 2012 and supplemented with additional Fee Schedule in Exhibit D, Amendment No. 1 Landscape Services Attached. Rev.2-5-14 31 Schedule C Schedule of Performance Consultant shall complete all services identified in the Scope of Services. It is anticipated the project will be completed by July 31, 2019; however, the schedule may be delayed due to unforeseen circumstances related to the USDA -Rural Development, or Tax Credit Awards. Therefore, the Agreement term includes an option for a one year extension. Rev.2-5-14 32 Exhibit "D" Amendment No. 1 Landscape Services October 12, 2015 La Quinta Housing Authority City Manager's Office City of La Quinta, La Quinta, CA s'�111�1 ��►'��!l r �1;i�I I I �N �"�l1 [�1 RE: Addendum to Contract for Washington Street Apartments Rehabilitation Project of July 27, 2012 We are pleased to submit our addendum reflecting changes in scope from our July 27, 2012 agreement. Following is a description of the revised scope of services and adjusted fees for the project. It is understood that this document will be appended to our La Quinta Housing Authority professional services agreement. Description of Previous Work. RGA Landscape Architects had previously provided landscape designs relating to Phase 1 and Phase 2 for Washington Street Apartments in La Quinta, CA. The work we had previously prepared included: A. Phase 1, addressing the existing apartment area plus four new buildings (approximately 5 acres). Our conceptual and preliminary plans had been completed and approved; construction drawings had not been prepared. B. Phase 2 addressed the entitlement phase design of a 5.16 acre addition to the project. Conceptual and preliminary plans had been completed and approved; construction drawings had not been prepared. II. Scope of New Design Phase Services. As conceptual and preliminary plans have already been prepared and approved, our addendum addresses construction documents only. This set of plans will include: A. Hardscape design, items including recreation area amenities such as pools, spas, game areas, water features, site furniture and entry gates. B. Planting design, including all new plant material in common and botanical names, quantities and sizes. Plant selection and layout will deviate in some instances from previously prepared drawings to meet current CVWD guidelines. C. Automatic irrigation system and water use calculations, adjusted to meet current CVWD guidelines. D. Accent lighting plan, limited to the indication of fixture specification and location only. (Electrical engineering and panel sizing by others.) E. Specifications and details Page 1 of 2 73061 EI Paseo, Suite 210 • Palm Desert, CA 92260. 760-568-3624. FAX 760-773-5615 • www.rga-pd.com 33 CA Lic. #1532 • AZ Lic. #13754 • NV Lic. #94 Exhibit "D" III. Scope of Construction Phase Services. Construction phase services are provided in two categories: office based support services and site evaluations / meetings during construction. Please see original contract for full description of these services. IV. Exclusions. Our exclusions remain as in our contract, excepting the elimination of the first item which addressed the exclusion of "Working drawings for Phase 2". V. Fees and Extra Services. A. Construction documents: $30,000.00 B. Construction phase services: 1. Office based support services: $ 4,000.00 2. Site evaluations and meetings (12 site visits or meetings): $ 6,000.00 Additional site observations or site meetings will be provided at the rate of $500 per meeting/site visit. C. Reimbursable expenses and extra services will remain as stated in the July 27, 2012 Contract, but hourly rates have changed as indicated below in article V. D. D. Hourly Rates: Our hourly rates have changed since our July 27, 2012 Contract. Current rates are as follows: Principal Landscape Architect: $ 200.00/hr. Drafter: $100.00/hr. Associate Landscape Architect: $ 150.00/hr. Secretary: $ 65.00/hr. Landscape Architect: RGA LANDSCAPE ARCHITECTS, INC. Ronald Gregory, President Dated: RG/bc Washington St Apts LQ—REV 10. 12.15 Owner: 0 Dated: Page 2of2 73061 EI Paseo, Suite 210 • Palm Desert, CA 92260. 760-568-3624. FAX 760-773-5615 • www.rga-pd.com CA Lic. #1532 • AZ Lic. #13754 • NV Lic. #94 34 ATTACHMENT 3 AMENDMENT NO. 2 TO PROFESSIONAL SERVICES AGREEMENT WITH STUDIO E ARCHITECTS This Amendment No. 2 to Professional Services Agreement with Studio E Architects ("Amendment No. 2") is made and entered into as of the 20th day of October, 2015 ("Effective Date") by and between the LA QUINTA HOUSING AUTHORITY ("AUTHORITY"), a public body, corporate and politic, and Studio E Architects ("Consultant"). RECITALS WHEREAS, on or about September 11, 2012, the Authority and Consultant entered into a Professional Services Agreement to provide engineering services related to Washington Street Apartments Rehabilitation Project for the Authority. The term of the Agreement expires on July 31, 2015; and WHEREAS, changes are indicated to the Contract Sum in the Professional Services Agreement; and WHEREAS, the Authority is utilizing Consultant for Engineering Services; 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: In compliance with all terms and conditions of this Agreement, Consultant shall provide those services related to Washington Street Apartments Rehabilitation Project, as specified in the original scope of services dated June 27, 2012 and supplemented with additional scope of services " Amendment No. 1 to Scope of Services dated March 27, 2013" and "Amendment No.2 to Scope of Services" attached hereto as Exhibit "D" and incorporated herein by this reference (the "services" or "work"). Consultant warrants that all services will be performed in a competent, professional and satisfactory manner in accordance with the standards prevalent in the industry for such services. 2. Section 2.1 Contract Sum is amended to read as follows: For the services rendered pursuant to this Agreement Consultant shall be compensated in accordance with Exhibit "B" (The "Schedule of Compensation") in a total amount not to exceed Five Hundred Seventy Three Thousand Eight Hundred Dollars ($573,800) (the "Contract Sum"), except as provided in Section 1.6 The method of compensation is set forth in the Schedule of Compensation. Rev.2-5-14 35 Compensation may include reimbursement for actual and necessary expenditures for reproduction costs, transportation expense, telephone expense, and similar costs and expenses with and if specified in the Schedule of Compensation. Consultant's overall compensation shall not exceed the Contract Sum except as provided in Section 1.6 of this Agreement, "Additional Services." In addition, the rate of compensation shall not exceed the amounts authorized for the Washington Street Apartments Rehabilitation Project in the approved Recognized Obligation Payment Schedule. 3. Section 3.4 Term is amended to read as follows: The term of this agreement shall commence on September 11, 2012 and terminate on July 31, 2019 (initial term), unless terminated earlier in accordance with Section 8.7 or 8.8 This agreement may be extended for one additional year(s) upon mutual agreement by both parties (extended term). 4. Exhibit B - Schedule of Compensation is amended as attached in Exhibit B. 5. Exhibit C - Schedule of Performance is amended as attached in Exhibit C. 6. Exhibit D - Scope of Services, is amended as attached in Exhibit D In all other respects, the Original Agreement shall remain in effect. IN WITNESS WHEREOF, the Authority and Consultant have executed this Amendment No. 2 to the Professional Services Agreement on the respective dates set forth below. LA QUINTA HOUSING AUTHORITY, a public body, corporate and politic Dated: Frank J. Spevacek, EXECUTIVE DIRECTOR ATTEST: Susan Maysels, HOUSING AUTHORITY SECRETARY APPROVED AS TO FORM: William H. Ihrke, HOUSING AUTHORITY COUNSEL Rev.2-5-14 36 CONSULTANT: By: Name: Title: Rev.2-5-14 37 38 Exhibit B With the exception of compensation, Additional Services provided for in Section 2.2 of this Agreement, the maximum total compensation to be paid to Consultant under this Agreement is Five Hundred Seventy Three Thousand Eight Hundred Dollars ($573,800) ("Contract Sum"). The Contract Sum shall be paid to Consultant in installment payments made on a monthly basis and in an amount identified in Consultant's Schedule of Compensation attached hereto for the work tasks performed and properly invoiced by Consultant in conformance with Section 2.2 of the Agreement. See original Fee Schedule dated June 27, 2012 and supplemented with additional Fee Schedule in Exhibit D, Amendment No. 2 Architectural Services attached. Rev.2-5-14 39 Schedule C Schedule of Performance Consultant shall complete all services identified in the Scope of Services. It is anticipated the project will be completed by July 31, 2019; however, the schedule may be delayed due to unforeseen circumstances related to the USDA -Rural Development, or Tax Credit Awards. Therefore, the Agreement term includes an option for a one year extension. Rev.2-5-14 40 Exhibit "D" STUD 10 E A R C H I T E C T S 2258 First Avenue Amendment #2 for Architectural Services San Diego, California 92101 T 619.235.9262 F 619.235.0522 Date: October 13, 2015 Owner: La Quinta Housing Authority P.O. Box 1504 La Quinta, CA 92253 Architect: Studio E Architects, a California Corporation Project: Washington Street Apartments Phase II, La Quinta, California Project The project is to design and document Phase II of the existing entitled Description Washington Street Apartments Rehabilitation in La Quinta, California. This phase will add 42 senior housing one -bedroom units to the site and extend planned fire access. The project will also consist of a proposed commons building, laundry room(s), maintenance room and office, private patios and additional parking areas. All buildings are to be single -story wood -framed construction or light gauge steel with conventional slab -on -grade concrete foundations. This work will build upon the Phase II entitlements already completed under a separate contract.. Scope of Services The Architect will provide services consisting of the following phases and tasks: Task One: This portion of this work is to confirm the entitled design work, assess any Schematic Design necessary changes or revisions and complete the project design. 1.1: PROJECT START UP MEETING AND SITE VISIT Meet with the Owner and the Owner's consultants at the site to review the project program and visit the project site. 1.2: PROGRAM CONFIRMATION Discuss with the Owner the desired program of space needs and requirements. Make necessary changes to the Conceptual Design. 1.3: CODE RESEARCH Confirm relevant building codes affecting the project. 1.4: SITE PLANNING REFINEMENT Refine the site layout incorporating access and fire department, trash collection and other service requirements. Coordinate with the Owner's Civil Engineer and Landscape Architect. 1.5: FLOOR PLAN REFINEMENT Refine unit and building plans in conjunction with site planning concepts and desired refinements. Cy Exhibit "D" Amendment #2 for Architectural Services Washington Street Apartments Phase II, La Quinta, California Page 2 of 8 1.6: BUILDING ELEVATIONS Refine the architectural character based on the site context, existing buildings, design criteria and construction budget. Design building facades regarding articulation, openings, fenestration, materials and use of color. Design other secondary building elements and major architectural details. 1.7: STRUCTURAL CONCEPT Develop framing and lateral bracing concepts to incorporate these needs in the design configuration. 1.8: SCHEMATIC DESIGN DRAWINGS Prepare Schematic Design Drawings including an architectural site plan, demolition plans, floor/building plans, building sections, roof plans and building elevations. 1.9: MEETINGS Meet with the Owner and/or their representatives, other than as previously noted, a maximum of five times during this phase. Coordination meetings with the Architect's sub -consultants are included in this Scope. Task Two: This phase of the work addresses specific functional and engineering criteria. The Design work investigates and begins to integrate the structural, mechanical, electrical Development and plumbing systems for the units. 2.1: STRUCTURAL DESIGN Develop the type of framing system and its specific design requirements. Locate and size seismic shear walls and foundations based on the Owner's geotechnical investigation. The Structural Engineer is a sub -consultant to the Architect. 2.2: MECHANICAL, ELECTRICAL AND PLUMBING INTEGRATION Review types and locations of mechanical systems for space heating/domestic hot water. Incorporate routing of air ducts and appropriate furred spaces as necessary. Review electrical power transformer and distribution locations. Explore fixture types and locations for units, exterior lighting and site lighting. Discuss and incorporate energy strategies with the entire design team. Mechanical, electrical and plumbing engineers are subconsultants to the Architect. 2.3: DESIGN DEVELOPMENT DRAWINGS Finalize design decisions including exterior and interior material selections, floor plan configurations and building openings. Prepare Design Development drawings to communicate the project design. These drawings will include a site plan, demolition plan, floor plans, elevations, roof plans, sections, preliminary foundation and framing plans, preliminary mechanical, plumbing and electrical drawings. 2.4: OUTLINE SPECIFICATIONS Prepare an outline specification indicating general finish material selections such as hardware, flooring, etc. 2.5: MEETINGS Coordination meetings with the Architect's sub -consultants are included in the above Scope. The Architect will attend a maximum of three meetings with the Owner and/or their representatives during this phase of the work. Exhibit "D" Amendment #2 for Architectural Services Washington Street Apartments Phase II, La Quinta, California Page 3 of 8 Task Three: This phase of the work involves preparing the final documents for use in Construction obtaining approval from the local building department. Documents 3.1: CONSTRUCTION DRAWINGS The construction drawings will include the following: ARCH ITECTU RAL Title Sheet General Notes/Specifications Accessibility Notes and Details Architectural Site Plan Means of Egress Plan Demolition Plan (as necessary) Unit Floor Plans Building Floor Plans Exterior Elevations (indicating finish materials) Sections Roof Plans Wall Sections (as necessary) Door and Window Schedules Interior Elevations Architectural Details STRUCTURAL Foundation Plans Roof Framing Plans Structural Details MECHANICAL Site Mechanical Plan Building Mechanical Plans Unit Mechanical Plans Equipment Schedules Mechanical Details Title 24 Energy Calculations PLUMBING Site Plumbing Plan Building Plumbing Plans Unit Plumbing Plans Equipment and Fixture Schedules Plumbing Details Riser Diagrams ELECTRICAL Site Electrical Plan Building Electrical Floor Plans Unit Electrical Plans Equipment and Fixture Schedules Electrical Details Single Line Diagrams 43 Exhibit "D" Amendment #2 for Architectural Services Washington Street Apartments Phase II, La Quinta, California Page 4of8 3.2: INTERIOR FINISHES Specify interior colors, finishes and fixtures for the units and the residential commons areas including flooring, paint colors, cabinetry finishes and hardware, light fixtures, base, casings, window coverings and the like. Furnishings are excluded. 3.3: BUILDING DEPARTMENT PROCESSING These drawings will be completed for Building Department processing. The Architect will assist the Owner in processing these plans through the City of La Quinta including a final over-the-counter review. This work assumes that, outside the final review, the Architect will not need to physically go to City offices to complete this task. Travel associated with processing plans through the Building Department, if requested, will be billed as an additional service per the fee noted in this agreement. • 15 site visits at key points in the construction process. The visits are allocated to monthly visits during construction and three visits for punch lists. Work associated with substitutions or change orders contrary to the accepted bid set of drawings will be completed as an Additional Service. The Owner may elect to recoup these costs by charging the general contractor for the design team to review and implement changes to the accepted contract documents 44 3.4: CONSULTANT SERVICES/COORDINATION The Architect will coordinate with the work of all consultants on the project throughout the duration of the project. 3.5: VALUE ENGINEERING All 'value engineering' and other Contractor input shall be received during the Design Development phase of the work. Changes to the work after this point as a result of Contractor input shall be completed as an additional service. The Architect will coordinate with the Owner and the Owner's Contractor regarding issues of constructability and cost. 3.6: MEETINGS Coordination meetings with the Owner's and Architect's sub -consultants are included in the above Scope. The Architect will attend a maximum of two meetings with the Owner and/or their representatives during this phase of the work. Teleconferences not requiring travel are included in the base scope of services. Task Four: Respond to bidders questions and issue addenda accordingly. Coordinate with Bidding sub -consultant team to field interdisciplinary questions or issues. Communicate with the owner regarding appropriate answers to questions. The owner will handle all bidder instructions and bid protocols. Task Five: The Architect will provide construction observation services to ensure compliance Construction with the design intent. These services include visits to the site or other meetings Observation outside the Architect's office during construction. Additionally the Architect will review shop drawings and product submittals and coordinate with the General Contractor regarding drawing clarifications. Services are limited to the following tasks/budget: • 15 site visits at key points in the construction process. The visits are allocated to monthly visits during construction and three visits for punch lists. Work associated with substitutions or change orders contrary to the accepted bid set of drawings will be completed as an Additional Service. The Owner may elect to recoup these costs by charging the general contractor for the design team to review and implement changes to the accepted contract documents 44 Exhibit "D" Amendment #2 for Architectural Services Washington Street Apartments Phase II, La Quinta, California Page 5of8 Additional Additional services include, but are not limited to: Services Those identified as additional services within in the above Scope of Services. ■ Revisions and changes to the program or work contrary to previous direction, including those required during or as a result of the Entitlement/Design Review process. ■ Meetings and presentations beyond those listed above. ■ Preparation of 'value engineering' alternatives after the Design Development phase. ■ Services with respect to replacement of any work damaged during construction. ■ Services required as a result of the default or insolvency of the Contractor. ■ Work necessitated by changing General Contractors or major subcontractors. ■ Preparation of finished models/specialty renderings/marketing exhibits. ■ Specialty casework, furnishings or equipment not already included in this scope of services. ■ Attendance at meetings/hearings or exhibits beyond those listed above. ■ Work required for bidding or constructing the project in multiple phases, except as noted above. ■ Work associated with preparation of a specific plan or other planning documentation beyond those listed above. Additional services will be performed on an hourly basis at the following rates: Principal 175.00 Project Manager/Lead Designer 155.00 Project Architect/Designer 125.00 Job Captain 95.00 Technical/Design Support 75.00 Services Not These consultant services are specifically not included in this scope of service: Included Cost Estimating Geotechnical Engineering Civil Engineering Fire Alarm/Protection Plans Landscape Design Fire Sprinkler Drawings Environmental Engineering Traffic Engineering Acoustical Engineering Utility Company Coordination Offsite Improvements LEED Documentation 45 Exhibit "D" Amendment #2 for Architectural Services Washington Street Apartments Phase II, La Quinta, California Page 6of8 Fees Based on the Scope of Services listed above, tasks one through five will be completed for a fixed fee as follows: Architectural $198,050. Structural Engineering 25,000. Mechanical Engineering/Title 24 13,500. Plumbing Engineering 11,000. Electrical Engineering/Title 24 24,300. The phases of architectural work and their relative percentages of the fixed fee are broken down as follows: Task One: Schematic Design 20% Task Two: Design Development 25% Task Three: Construction Documents 38% Task Four: Bidding 2% Task Five: Construction Observation 15% The estimated Construction Observation budget will not be exceeded without prior approval from the Owner. The professional fees are based on the Project Description and Scope of Services outlined above. The fee shall be modified correspondingly if there is significant revision to either. Reimbursable expenses are in addition to the fixed fee stated above and will be billed at 1.15 times actual expense of the Architect's costs and will include: any subconsultants not included in the basic scope of work, reprographics, blueprinting, delivery service, postage and similar expenses. Mileage will be billed at the current allowable rate by the Internal Revenue Service. This rate is currently set at $.565/mile but is subject to change by the IRS. Billings shall occur monthly and are due and payable within 60 days of the date of invoice. A 1.5% late charge will be added to all balances past due and will be increased 1.5% every 30 days thereafter until the total amount is paid in full. The Architect may stop work, without penalty, if any balance is outstanding after 60 days from date of invoice. Additional Provisions ASSIGNMENT The parties hereto agree that an Affordable Housing Developer as selected by or partnered with the Authority may assume the rights and obligations under this contract as required to achieve additional project funding through tax credits or other financing mechanisms. REPRESENTATION The Owner and Architect each agree to designate one person to act on their behalf as their representative agent in regard to communicating all direction and decisions relevant to this work. AVAILABILITY OF PREDEVELOPMENT FUNDS The Owner hereby states that funds to pay the Architect for this work have been designated and are now available and accessible and will remain so throughout the duration of this work. OWNERSHIP OF INSTRUMENTS OF SERVICE All reports, plans, specifications, field data and notes and other documents, including all documents on electronic media, prepared by the Architect as instruments of service shall remain the property of the Architect. The Owner shall not reuse or make any modifications without the prior written authorization of the Architect. The Architect will 46 Exhibit "D" Amendment #2 for Architectural Services Washington Street Apartments Phase II, La Quinta, California Page 7 of 8 furnish the Owner with progress drawings during the course of the project and provide one reproducible set of final documents. LIMITATION OF LIABILITY In recognition of the relative risks and benefits of the project to both the Owner and the Architect, the risks have been allocated such that the Owner agrees, to the fullest extent permitted by law, to limit the liability of the Design Professional and his or her subconsultants to the Owner and to all construction contractors and subcontractors on the project for any and all claims, losses, costs, damages of any nature whatsoever or claims expenses from any cause or causes, including attorney's fees and cost and expert -witness fees and costs, so that the total aggregate liability of the Architect and his or her subconsultants to all those named shall not exceed the Architect's total fee for services rendered on this project. Such claims and causes include, but are not limited to negligence, professional errors or omissions, strict liability, breech of contract or warranty. It is intended that this limitation apply to any and all liability or cause of action however alleged or arising, unless otherwise prohibited by law. The Owner agrees, to the fullest extent permitted by law, to indemnify and hold the Architect harmless from any damage, liability, or cost (including reasonable attorneys' fees and cost of defense) to the extent caused by the Owner's negligent acts, errors or omission in the performance of professional services under this Agreement and those of his or her subconsultants or consultants anyone for whom the Owner is legally liable, and arising from the project that is the subject of this Agreement. The Architect is not obligated to indemnify the Owner in any manner whatsoever for the Owner's own negligence. OWNER'S CONSULTANTS Unless otherwise indicated, design services contracted separately by the Owner shall be performed by licensed professional consultants who shall affix their seals on the appropriate documents prepared by them. The contracts between the Owner and Owner's consultants shall require the consultants to coordinate their drawings and other instruments of service with those of the Architect and to advise the Architect of any potential conflict. The Architect shall have no responsibility for the components of the Project designed by the Owner's consultants. Review by the Architect of the consultants' drawings and other instruments of service is solely for consistency with Architect's design concept for the Project. The Architect shall be entitled to rely on the technical sufficiency and timely delivery of documents and services furnished by the Owner's consultants, as well as on the computations performed by those consultants in connection with such documents and services, and shall not be required to review or verify those computations or design for compliance with applicable laws, statues, building codes, and rules and regulations. The Owner shall indemnify and hold harmless the Architect, Architect's consultants, and agents and employees of any of them from and against claims, damages, losses and expenses, including but not limited to attorneys' fees, arising out of the services performed by the other consultants of the Owner. GEOTECHNICAL CONDITIONS The scope of services contained in this proposal is based on standard geotechnical conditions. This scope assumes standard slab on grade and spread footings. TERMINATION Either party upon seven days written notice may terminate this agreement. In the event of termination, the Architect shall be compensated for all services performed, and reimbursable expenses incurred, to the termination date. CORPORATE ENTITY It is intended by the parties to this Agreement that the Architect's services in connection with the Project shall not subject the Architect's individual employees, officers or directors to any personal legal exposure for the risks associated with this Project. Therefore, and notwithstanding anything to the contrary contained herein, the Owner agrees that as the Owner's sole and exclusive remedy, any claim, demand or suit shall be directed and/or asserted only against the Architect, a California corporation, and not against any of the Architect's individual employees, officers or directors. ENTIRE AGREEMENT This Agreement, and any exhibits attached hereto, represents the entire Agreement between the parties in connection with the transactions contemplated hereby and the subject matter hereof and this agreement supersedes and replaces any and all prior and contemporaneous agreements, understandings and communications between the parties, whether oral or written, with regard to the subject matter hereof. There are no oral or written agreements, representations or inducements of any kind existing between the parties relating to 47 Exhibit "D" Amendment #2 for Architectural Services Washington Street Apartments Phase II, La Quinta, California Page 8of8 this transaction that are not expressly set forth herein. This Agreement may not be modified except by a written agreement signed by both parties. CONSTRUCTION This Agreement has been negotiated at arms length, and each party has consulted with or been given full opportunity to consult with such party's own legal counsel with respect to such party's rights and obligations under this agreement. Accordingly, any rule of law (including, without limitation, California Civil Code Section 1654) or legal decision that would require interpretation of any ambiguities in this Agreement against the party drafting it is not applicable and is waived. The provisions of this Agreement shall be interpreted in a reasonable manner to affect the intent of the parties and the purpose of this Agreement. NO THIRD PARTY BENEFICIARY RIGHTS This Agreement is entered into for the sole benefit of the parties hereto and no other parties are intended to be direct or incidental beneficiaries of this Agreement and no third party shall have any right in, under or to this Agreement. INSURANCE The Architect will maintain errors and omissions and general liability insurance throughout the duration of the project. The Architect will provide a certificate of insurance to the Owner at their request. Agreed Upon By: OWNER Name: Title: On Behalf Of: Date: ARCHITECT Name: Eric C. Naslund, FAIA Title: Principal On Behalf Of: Studio E Architects, Inc. License: C17113, California Date: 48