2021-23 Hermann Design Group - Amendment 1 - On-Call Architectural Landscape DesignMEMORANDUM
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)
6/21/2021
Jon McMillen, City Manager
Bryan McKinney, P.E., Public Works Director/City Engineer
Amendment No.1 to Agreement for Contract Services with Hermann Design Group, Inc.
- 2-year term extension & comp increase for FY 2020/21 to $250K from $200K
✔March 16, 2021 - Consent 9 moved to Business 5
✔
✔400-0000-60185
✔July 1, 2021 June 30, 2023
✔250K & 200K
✔
MR - on file in LF exp 06/15/22 6/27/2021
✔
✔LIC-0106472 8/31/2020
AMENDMENT NO. 1 TO AGREEMENT FOR CONTRACT SERVICES
WITH HERMANN DESIGN GROUP, INC.
This Amendment No. 1 ("Amendment No. 1") to Agreement for Contract
Services (“Agreement”) with Hermann Design Group, Inc. is made and
entered into as of the 17th day of March, 2021 ("Effective Date") by and
between the CITY OF LA QUINTA ("City"), a California municipal corporation
and Hermann Design Group, Inc., a California Corporation (“Contracting
Party”).
RECITALS
WHEREAS, on or about October 1, 2018, the City and Contracting Party
entered into an Agreement to provide On-Call Landscape Architectural Design
Services. The term of the Agreement expires on June 30, 2021; and
WHEREAS, the City and Contracting Party mutually agree to amend
Section 2.1 Contract Sum of the Agreement for a total not to exceed amount
of $250,000 for fiscal year 2020/21;
WHEREAS, the City and Contracting Party mutually agree to amend
section 3.4 Term of the Agreement to extend the contract term through June
30, 2023 “extended term”.
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 2.1 Contract Sum is amended to read:
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 Two Hundred Thousand Dollars ($200,000) for fiscal years
2018/19, 2019/20, 2021/22, and 2022/23; and Two Hundred Fifty
Thousand Dollars ($250,000) for fiscal year 2020/21(the “Contract
Sum”), except as provided in Section 1.7.
2. “Exhibit B” – Schedule of Compensation is amended as listed in
“Exhibit B”, attached hereto and incorporated by this reference.
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 not to exceed Two Hundred
Thousand Dollars ($200,000) for fiscal years 2018/19, 2019/20, 2021/22,
and 2022/23; and Two Hundred Fifty Thousand Dollar ($250,000) for fiscal
year 2020/21(“Contract Sum”). The Contract Sum shall be paid to Contracting
Party in an amount identified in Contracting Party’s schedule of compensation
attached hereto for the work tasks performed and properly invoiced by
Contracting Party in conformance with Section 2.2 of this Agreement.
Initial Term:
“Not to exceed” Year 1 (FY2018/19): $200,000.00
“Not to exceed” Year 2 (FY2019/20): $200,000.00
“Not to exceed” Year 3 (FY2020/21): $250,000.00
Possible Extended Term:
“Not to exceed” Year 4 (FY2021/22): $200,000.00
“Not to exceed” Year 5 (FY2022/23): $200,000.00
MINUTES Page 8 of 17 MARCH 16, 2021
JOINT CITY COUNCIL REGULAR MEETING & HOUSING AUTHORITY SPECIAL MEETING
MOTION – A motion was made and seconded by Councilmembers Fitzpatrick/
Radi to approve Consent Calendar Item No. 1 adopting Ordinance No. 589 as
recommended. Motion passed: ayes 4, noes 0, abstain 1 (Peña).
CONSENT CALENDAR - HOUSING AUTHORITY
14. APPROVE QUARTERLY MEETING MINUTES DATED JANUARY 19,
2021
15. ADOPT RESOLUTION CONFIRMING THE EXTENSIONS OF THE
TERMS OF THE HOUSING COMMISSION MEMBERS FOR ONE
ADDITIONAL YEAR AS AUTHORIZED BY CITY COUNCIL
EMERGENCY RESOLUTION NO. EM 2020-006 ADOPTED DUE TO
THE EXISTENCE OF A LOCAL EMERGENCY CAUSED BY NOVEL
CORONAVIRUS DISEASE (COVID-19); AND CONFIRMING THE
RESUMPTION OF APPLICABLE TERM LIMITS COMMENCING JULY
1, 2021 [RESOLUTION NO. HA 2021-001]
MOTION – A motion was made and seconded by Chairperson Fitzpatrick/
Authority Member Radi to approve Consent Calendar Item Nos. 14 and 15 as
recommended, with Item No. 15 adopting Resolution No. HA 2021-001.
Motion passed unanimously.
BUSINESS SESSION – CITY COUNCIL
1. APPROVE PILLARS OF THE COMMUNITY NOMINATIONS
Community Resources Coordinator Magallanez presented the staff report,
which is on file in the City Clerk’s Office.
Council discussed the criteria to qualify as a pillar for the community which
includes a longevity component; and establishing a youth inspiration award or
junior pillar of the community award or some other means to recognize the
significant contributions of young residents each year.
Council directed Staff to develop a program to recognize La Quinta’s
exceptional youth.
MOTION – A motion was made and seconded by Councilmembers Peña/Radi
to approve Victory Grund, founder of Old Town Artisan Studio, as a Pillar of
the Community for 2021 as recommended by the Community Services
Commission. Motion passed unanimously.
2. Pulled by Mayor Evans from Consent Calendar Item No. 9 and moved to
Business Session >>> APPROVE AMENDMENTS NO. 1 TO
MINUTES Page 9 of 17 MARCH 16, 2021
JOINT CITY COUNCIL REGULAR MEETING & HOUSING AUTHORITY SPECIAL MEETING
AGREEMENTS FOR CONTRACT SERVICES WITH HERMANN
DESIGN GROUP, INC., DAVID VOLZ DESIGN LANDSCAPE
ARCHITECTS, INC., AND DAVID EVANS AND ASSOCIATES, INC.
FOR ON-CALL LANDSCAPE ARCHITECTURAL DESIGN SERVICES
Public Works Director/City Engineer McKinney presented the staff report,
which is on file in the City Clerk’s Office.
Council discussed that these projects were part of the Capital Improvement
Projects budget; increasing funds by $50,000 for this year but maintaining the
existing $200,000 for the following two years; and confirmed that a new
request for proposals will be circulated at the end of year three to give all local
firms an opportunity to submit proposals.
MOTION – A motion was made and seconded by Mayor Evans/Councilmember
Radi to approve Amendments No. 1 to Agreements for Contract Services with
Hermann Design Group, Inc., David Volz Design Landscape Architects, Inc.,
and David Evans and Associates, Inc. for on-call landscape architectural
design services at the funding level of $250,000 for the current fiscal year,
and the pre-approved $200,000 funding level for each of the remaining two
years of the contract term; and authorize the City Manager to execute the
amendments. Motion passed unanimously.
3. Pulled by Mayor Evans from Consent Calendar Item No. 10 and moved
to Business Session >>> APPROVE AMENDMENTS NO. 1 TO
AGREEMENTS FOR CONTRACT SERVICES WITH HEGGE
ELECTRICAL CONTRACTORS, INC. AND VINTAGE ELECTRIC FOR
ON-CALL ELECTRICAL SERVICES
Public Works Director/City Engineer McKinney presented the staff report,
which is on file in the City Clerk’s Office.
Council discussed the increased demand on these services this fiscal year.
MOTION – A motion was made and seconded by Mayor Evans/Councilmember
Peña to approve Amendments No. 1 to Agreements for Contract Services with
Hegge Electrical Contractors, Inc. and Vintage Electric for on-call electrical
services at the funding level of $200,000 for the current fiscal year and the
pre-approved $100,000 funding level for each of the remaining years of the
contract term; and authorize the City Manager to execute the amendments.
Motion passed unanimously.
City of La Quinta
CITY COUNCIL MEETING: March 16, 2021
STAFF REPORT
AGENDA TITLE: APPROVE AMENDMENTS NO. 1 TO AGREEMENTS FOR
CONTRACT SERVICES WITH HERMANN DESIGN GROUP, INC., DAVID VOLZ
DESIGN LANDSCAPE ARCHITECTS, INC., AND DAVID EVANS AND ASSOCIATES,
INC. FOR ON-CALL LANDSCAPE ARCHITECTURAL DESIGN SERVICES
RECOMMENDATION
Approve Amendments No. 1 to Agreements for Contract Services with Hermann
Design Group, Inc., David Volz Design Landscape Architects Inc., and David
Evans and Associates, Inc. for on-call landscape architectural design services;
authorize the City Manager to execute the amendments.
EXECUTIVE SUMMARY
•On-call professional landscape architectural design services assist Staff in
streamlining delivery of turf conversion plans for the La Quinta Landscape
Renovation Plan and other City landscape projects.
•Capital improvement projects often require landscape design services,
which necessitate skilled specialists.
•The above-named firms are best qualified to provide these services and
were selected through the competitive Request for Proposals (RFP)
process, which was completed in 2018.
•Several large landscape improvement projects under design have
required landscape architectural design services and utilized most of the
existing $200,000 contract authority for this fiscal year.
•Each agreement would be amended for an amount not to exceed
$250,000 per year, which provides the flexibility to use a single or all
three firms depending on work demand. The budget for all projects has a
“not to exceed” total of $250,000 for all three consultants.
FISCAL IMPACT
Funds are available in the Capital Improvement Project (CIP) design account for
these services (401-0000-60185). The revised total amount budgeted would
increase from $200,000 to $250,000 for these services; Staff cannot exceed
the $250,000 budget without Council approval.
291
CONSENT CALENDAR ITEM NO. 9
CONSIDERED AS BUSINESS SESSION ITEM NO. 5
BACKGROUND/ANALYSIS
In September 2018, the City received five proposals in response to the on-call
landscape architectural design services RFP. Three consultants, Hermann
Design Group, Inc., David Volz Design Landscape Architects, Inc., and David
Evans and Associates, Inc. were selected by the review panel and the
City entered into agreements for their services.
The City’s on-call professional landscape architectural design consultants
provide on-call landscape and irrigation support services for a variety of
landscape improvements within its publicly owned right of way, including the La
Quinta Landscape Renovation Plan. These consultants provide expertise that
Staff does not have.
Design of several large landscape improvement projects has utilized most of the
existing contract authority for on-call landscape architecture design services
this fiscal year. Additional contract authority in the amount of $50,000 is
needed for a total “not to exceed” budget of $250,000. Staff would continue to
track the monthly invoices to ensure the annual budget for these services is not
exceeded.
ALTERNATIVES
Council could elect not to approve any or all the amendments.
Prepared by: Julie Mignogna, Management Analyst
Approved by: Bryan McKinney, Public Works Director/City Engineer
Attachments: 1.Amendment No. 1 with Hermann Design Group, Inc.
2.Amendment No. 1 with David Evans and Associates, Inc.
3. Amendment No. 1 with David Volz Design Landscape
Architects, Inc.
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