2021 Terra Nova Amendment 2 - On-Call Planning ServicesMEMORANDUM
DATE:
TO:
FROM:
RE:
Please list the Contracting Party / Vendor Name, type of agreement to be executed, including any change orders or
amendments, and the type of services to be provided. Make sure to list any related Project No. and Project Name.
Authority to execute this agreement is based upon:
___ Approved by City Council on ___________________________________________
___ City Manager’s signing authority provided under the City’s Purchasing Police
[Resolution No. 2019-021] for budget expenditures of $50,000 or less.
___ Department Director’s or Manager’s signing authority provided under the City’s
Purchasing Policy [Resolution No. 2019-021] for budget expenditures of $15,000 and
$5,000, respectively, or less.
Procurement Method (one must apply):
___ Bid ___ RFP ___ RFQ ___ 3 written informal bids
___ Sole Source ___ Select Source ___ Cooperative Procurement
Requesting department shall check and attach the items below as appropriate:
___ Agreement payment will be charged to Account No.: _____________________
___ Agreement term: Start Date ________________ End Date ________________
___ Amount of Agreement, Amendment, Change Order, etc.: $____________________
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: ______________________________ Date: _______________
___ Bonds (originals)as required by the Agreement (Performance, Payment, etc.)
___ Conflict of Interest Form 700 Statement of Economic Interests from Consultant(s)
NOTE: Review the “Form 700 Disclosure for Consultants” guidance to determine if a Form 700 is
required pursuant FPPC regulation 18701(2)
___ Business License No. __________________; Expires: __________________
___ Requisition for a Purchase Order has been prepared (Agreements over $5,000)
June 1, 2021
Monika Radeva, City Clerk
Tania Flores, Planning Admin Tech
Amendment No. 2 to Agreement for Contract Services with Terra Nova Planning &
Research, Inc. for additional $10K in funds for FY 2020/21 for on-call planning services
June 1, 2021 - Amendment No. 2 (Consent Item 16)
✔101-6002-60103
06/01/2021 06/30/2022
10,000
on file in LF (MR) 6/1/2021
LIC-0005753 4/30/2022
AMENDMENT NO. 2 TO AGREEMENT FOR CONTRACT SERVICES WITH
TERRA NOVA PLANNING & RESEARCH, INC.
This Amendment No. 2 ("Amendment No. 2") to Agreement for Contract
Services (“Agreement”) with Terra Nova Planning & Research, Inc. is made
and entered into as of the 1st day of June 2021 ("Effective Date") by and
between the CITY OF LA QUINTA ("City"), a California municipal corporation
and Terra Nova Planning & Research, Inc. (“Contracting Party”).
RECITALS
WHEREAS, on or about September 9, 2019, the City and Contracting
Party entered into a three-year Agreement to provide on-call planning services
in an amount not to exceed $60,000.00 per year for the life of the Agreement;
the Agreement expires June 30, 2022; and
WHEREAS, on June 16, 2020, the City and Contracting Party executed
Amendment No. 1, to include additional services relating to preparing an
update to the Housing, Land Use, and Safety Elements of the General Plan,
and increased the Contract Sum by an additional $69,975 per year for fiscal
years 2020/21 and 2021/22; and
WHEREAS, the City and Contracting Party mutually agree to increase
the not to exceed compensation amount by $10,000 for fiscal year 2020/2021
due to an increase in workload for complex entitlement projects that require
more processing time, and amend Section 2.1 Contract Sum to reflect this
change.
NOW THEREFORE, in consideration of the mutual covenant herein
contained, the parties agree as follows:
AMENDMENT NO. 2
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 2.1 – Contract Sum is amended to read as follows:
For the Services rendered pursuant to this Agreement, Contracting Party
shall be compensated in accordance with “Exhibit B” (the “Schedule of
Compensation”) listing in detail annual compensation per fiscal year and
service types, in an amount not to exceed Three-Hundred Seventy Nine
Thousand Nine-Hundred and Seventy Five Dollars ($379,975) for the
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 as noted in detail below per fiscal
year and service types, for a total not to exceed amount of $379,975
(“Contract Sum”) for the life of the Agreement encompassing the initial and
any extended terms.
The Contract Sum shall be paid to Contracting Party identified in
Contracting Party’s schedule of compensation attached hereto for the work
tasks performed and properly invoiced by Contracting Party in conformance
with Section 2.2 of this Agreement.
Initial Term: Not to Exceed:
FY 2019/20 On-Call Planning Services $60,000
FY 2020/21 On-Call Planning Services $70,000
FY 2021/22 On-Call Planning Services $60,000
FY 2020/21 & 2021/22 General Plan Update $69,975
Initial Term Total: $259,975
Optional 2-Year Term Extension: Not to Exceed:
FY 2022/23 On-Call Planning Services $60,000
FY 2023/24 On-Call Planning Services $60,000
Extended Term Total: $120,000
_______________________________
Total Not to Exceed: $379,975
City of La Quinta
CITY COUNCIL MEETING: June 1, 2021
STAFF REPORT
AGENDA TITLE: APPROVE AMENDMENT NO. 2 TO AGREEMENT FOR
CONTRACT SERVICES WITH TERRA NOVA PLANNING & RESEARCH, INC. TO
INCREASE THE CONTRACT AMOUNT FOR ON-CALL PLANNING SERVICES
RECOMMENDATION
Approve Amendment No. 2 to Agreement for Contract Services with Terra
Nova Planning & Research, Inc. for on-call planning services, for a total not to
exceed amount of $70,000 for fiscal year 2020/21; and authorize the City
Manager to execute the amendment.
EXECUTIVE SUMMARY
In 2019 Staff solicited proposals for on-call planning services from
qualified firms to assist Staff during peak workloads and as needed for
expertise on special and complex planning projects; Terra Nova Planning
& Research, Inc. (Terra Nova) was selected as best qualified firm and a
three-year agreement was executed, ending on June 30, 2022.
On June 16, 2020, Amendment No. 1 was executed adding General Plan
update services to the Scope of Work and additional compensation of
$69,975 due to a state mandate.
The City has recently had applications for complex entitlement projects
that have required more processing time than anticipated; Amendment
No. 2 requests to increase the not to exceed amount for on-call planning
services for fiscal year 2020/21 from $60,000 to $70,000 due to the
increased workload.
FISCAL IMPACT
Funds are available in the Planning Division Professional Services budget for
FY 20/21 for this increase (101-6002-60103).
CONSENT CALENDAR ITEM NO. 16
215
FISCAL YEAR ANNUAL COMPENSATION
Contract Services
Agreement
On-Call Planning Services
2019-2020
2020-2021
2021-2022
$60,000
$60,000
$60,000
Amendment No. 1
General Plan Update
2020/21-2021/22 $69,975
Amendment No. 2
On-Call Planning Services
2020-2021 $70,000 (proposed)
Optional 2-Year Agreement
Term Extension
2022-2023
2023-2024
$60,000
$60,000
TOTAL CONTRACT COMPENSATION: $379,975
BACKGROUND/ANALYSIS
In June 2019, the City solicited proposals for on-call planning services and
received seven responses. A selection committee reviewed the proposals and
Terra Nova was selected as the top ranked firm; and a three-year Agreement
for Contract Services was executed through June 30, 2022.
In June 2020, Amendment No. 1 to Agreement with Terra Nova was executed
for expanding the scope of work by adding services related to preparing an
update to the Housing, Land Use, and Safety Elements of the General Plan,
due to a state mandate; and increased the compensation by $69,975 for FY
2020/21 and 2021/22.
There has been an increased workload of planning project applications in FY
2020/21 and Terra Nova has been assisting staff with processing complex
entitlement applications. These applications consist of a General Plan
Amendment, Zone Change, a new Specific Plan and a Specific Plan
Amendment, Site Development Permit, Tentative Tract Map and an
Environmental Impact Report.
Amendment No. 2 requests to increase the not to exceed agreement amount
for FY 2020/21 from $60,000 to $70,000 for on-call planning services due to
the increased workload.
ALTERNATIVES
Council may elect not to approve the Amendment.
Prepared by: Cheri L. Flores, Planning Manager
Approved by: Danny Castro, Design and Development Director
Attachment: 1. Amendment No. 2 to Agreement for Contract Services
216