2023-24 HGA Amend 2 - Cultural Campus - Master Planning Prelim Design Project 2019-01MEMORANDUM
DATE: 10/04/2023
TO: Jon McMillen, City Manager
FROM: Michael Calderon, Community Resources Analyst
ta Qa�&a
( U.11:0KNIA
RE: HGA Amendment 2 - Design and Development of the Cultural Campus
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:
IV] Approved by City Council on July 18, 2023 Business 1
F-1_ 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 F-/—]. RFP F-1 RFQ E_ 3 written informal bids
QSole Source 1:1 Select Source Cooperative Procurement
Reauestina department shall check and attach the items below as auurouriate:
�✓ _ Agreement payment will be charged to Account No.: Capital Improvement Program
❑✓u Agreement term: Start Date July 1, 2023 End Date June 30, 2024
Fv L Amount of Agreement, Amendment, Change Order, etc.: $473,550
REMINDER; Signing authorities listed above are applicable on the aggregate Agreement amount,
not individual Amendments or Change Orders!
W]
MM
Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: Compliant myC01 (LM) Date: 10/4/2023
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)
F-1_ Business License No. Expires:
Fv l_ Requisition for a Purchase Order has been prepared (Agreements over $5,000)
DocuSign Envelope ID: 6D6A4D2E-662B-427A-BFE9-79B12FCF6495
AMENDMENT NO. 2 TO AGREEMENT FOR CONTRACT SERVICES
WITH HGA (CONTRACTING PARTY)
This Amendment No. 2 ("Amendment 2") to Agreement for Contract Services
("Agreement") is made and entered into as of the 11th day of September, 2023, ("Effective
Date") by and between the CITY OF LA QUINTA ("City"), a California municipal
corporation and Hammel, Green, and Abrahamson (HGA), a Corporation ("Contracting
Party") .
RECITALS
WHEREAS, on or about March 2, 2022, the City and Contracting Party entered
into an Agreement to provide Master Planning and Preliminary Design for the La Quinta
Cultural Campus Project No. 2019-01, for a total not to exceed amount of $457,300. The
term of the Agreement expired on June 30, 2023 ("Initial Term"); and
WHEREAS, on or about June 27, 2023, the City and Contracting Party executed
Amendment No. 1 and mutually agreed to extend the term of the Agreement for one
additional year, from July 1, 2023, through June 30, 2024 ("Extended Term"); and
WHEREAS, City and Contracting Party mutually agree to amended Section 2.1
Contract Sum of the Agreement by an additional amount of $16,250 for preliminary design
work completed in Phase 1, which was initially scheduled for Phase 2 of the project, for
a total not to exceed amount of $473,550.
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:
Section 2.1 is amended to read as follows:
Section 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 Four Hundred Seventy -Three Thousand
Five Hundred Fifty Dollars ($473,550) (the "Contract Sum"), except as provided in Section
1.7. The method of compensation set forth in the Schedule of Compensation may include
a lump sum payment upon completion, payment in accordance with the percentage of
completion of the Services, payment for time and materials based upon Contracting
Party's rate schedule, but not exceeding the Contract Sum, or such other reasonable
methods as may be specified in the Schedule of Compensation. The Contract Sum shall
include the attendance of Contracting Party at all project meetings reasonably deemed
necessary by City; Contracting Party shall not be entitled to any additional compensation
for attending said meetings. Compensation may include reimbursement for actual and
necessary expenditures for reproduction costs, transportation expense, telephone
DocuSign Envelope ID: 6D6A4D2E-662B-427A-BFE9-79B12FCF6495
expense, and similar costs and expenses when and if specified in the Schedule of
Compensation. Regardless of the method of compensation set forth in the Schedule of
Compensation, Contracting Party's overall compensation shall not exceed the Contract
Sum, except as provided in Section 1.7 of this Agreement.
In all other respects, the original Agreement shall remain in effect.
IN WITNESS WHEREOF, the City and Contracting Party have executed this
Amendment No. 2 to the Agreement on the respective dates set forth below.
CITY OF LA QUINTA
a California municipal corporation
•
c ILLEN, City Manager
City of La Quinta, California
Dated: ID /I I /=;�
ATTEST:
MONIKA RADEV , City Irk
City of La Quinta, CalifornYa
APPROVED AS TO FORM:
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
HGA
om
uftned by:
ecaaaeca.►r�n.sna
KEVIN DONAGHEY, Principal
HGA
Dated:
10/4/2023
DocuSign Envelope ID: 6D6A4D2E-662B-427A-BFE9-79B12FCF6495
Exhibit A
Scope of Services
SCOPE OF SERVICES
Professional design services for this effort are as listed below, and will be provided by HGA unless
noted otherwise):
Architectural / Planning
2. Civil
3. Landscape
4. Structural
5. Electrical
6. Lighting Design
7. IT / Security (Low Voltage)
8. Cost Estimating
Tribal Liaison - Major Robinson
PROJECT PHASES:
The scope of work includes the following project phases by percentage:
1. Master Planning - 40%
2. Preliminary Design - 60%
SCOPE ❑ESCRiPTION fFROM RFP :
Phase 1 - Master Planning
• Utilize information found in the Village Build -out Plan and accompanying EIR to create a
master plan of the Cultural Campus components to be integrated with La Quinta
Community Park owned by DRD and the surrounding Village.
• Open up the lumberyard property to create access to the Village Promenade.
• Identify walkability/connectivity opportunities between the Cultural Campus and other
points of interest in the Village (Old Town, other shopping centers, parks, neighborhoods,
etc.)
• Identify parking for the Cultural Campus.
• Improve the flow in the existing Museum and create a natural walkway space between the
Cultural Campus components.
• Conduct community outreach (both virtual and in -person)
• Develop Cultural Campus Master Plan consistent with Village Commercial District and
Village Build -out Plan Area (codified in the La Quinta Zoning Code).
• Establish standards for architectural materials, landscape planting/hardscape palettes
• Confirm scope extents for Phase 2 work (including museum archiving resources)
DocuSign Envelope ID: 6D6A4D2E-662B-427A-BFE9-79B12FCF6495
Phase 2 - Preliminary Design
Site Improvements (Conceptual Options and Preliminary Plans)
Provide up to three (3) options to create spaces as identified below (Art Exhibition, Garden,
Connectivity), and prepare preliminary plans from the City -approved option that include floor
plans, elevations, site improvements, seismic analysis, landscape layout, irrigation layout with
point of connection, parking layout, specifications, cost estimate, and utility layout with point of
connections. In addition:
• Consult the information found in the seismic review and historic assessment of the
properties previously conducted by the City and implement the findings in the design.
• Based on seismic retrofit, utilize the window view corridors of the lumberyard as exhibit
opportunities and/ or utilize the lumberyard outdoor area as covered outdoor event
space.
• Incorporate trees throughout the campus..
• Improve Casita back entry to allow easier access from Museum.
• Create a main entrance that is connected and inviting, in order to improve wayfinding
for entrances to the Museum.
• Incorporate breezeways to connect spaces.
• Create a shaded space for outdoor art installations, performances, and entertainment.
• Create new indoor and outdoor exhibit space to house temporary and/or permanent
art exhibits and installations including opportunities for Art in Public Places pieces.
• Improve the audio/visual and wifi components to allow interactive/digital displays
• Create a space for non -archive storage.
• Enhance the lighting on the interior/exterior of the buildings.
• Incorporate amenities and infrastructure to provide sound and music throughout the
space.
• Identify easily maintained plants at the Cahuilla garden:
• Coordinate with utility companies to underground utility poles located on the south side
of the property (reroute scope NIC, to be carried out by utility company)
• Coordinate with Coachella Valley Water District to procure a point of connection for
irrigation water.
Cultural/Historical Archiving Resources (Conceptual Options and Preliminary Plans)
Provide up to three (3) options to construct a permanent archive location
that meets artifact and Museum standards, with locations considered within one of
the existing buildings or as a separate building located within the Cahuilla Gardens, and
prepare preliminary plans from the City -approved option that will include floor plans,
elevations, site improvements, seismic analysis, specifications, cost estimate, and utility layout
with points of connections.
In addition, coordinate requirements for Archiving Space that include:
• Storage area protection from exterior environment and light, and ability to consistently
maintain a small range of temperature/light/humidity
• Location away from pipes/water heaters, etc. that can leak, emit heat/light
• Specify shelving/cabinets secured to floors and walls
DocuSign Envelope ID: 6D6A4D2E-662B-427A-BFE9-79B12FCF6495
• Temperature control in space that meet archive standards by means of system that heats,
cools, humidifies and dehumidifies to maintain proper conditions.
• Locate area to be separated from exterior walls/doors, by corridors/offices, etc. (no
windows/doors opening to the exterior in storage space)
• Extra storage space to accommodate future needs
• Work/processing space within the storage area
• Storage space for archive/preservation materials
• Archivist office space
• Research space for public/researchers to view collections items
• Archive security, such as surveillance and access control
• Coordinate with Coachella Valley Water District as needed to procure a point of
connection for water and sewer.
MEETINGS:
HGA will facilitate and/or attend the following meetings at each project phase. See attached
project schedule for approximate timeframe. For each workshop, HGA can facilitate separate
sessions as needed to accommodate the various project stakeholders and components, but it is
assumed that this will not exceed four (4) separate sessions per workshop.
Meetings are assumed to be virtual unless otherwise noted or specifically required by La Quinta
Master Planning;
1. Initial Kick -Off / Visioning (In- Person):
- Tour Facility; Establish Goals; Confirm Roles/Responsibilities and Project Extents
2. Planning Workshop #1
- Recap Visioning Goals and Confirm Priorities; Review Constraints and Opportunities
3. Planning Workshop #2 (In -Person)
- Re -Confirm Priorities, Constraints and Opportunities; Benchmarking; Planning Options
4. Planning Workshop #3
- Review Updated Planning Options, Material/Planting Palettes; Select Final Scheme
5. MP Final Presentation (In -Person)
6. Weekly progress check -ins with LQ team as desired
Preliminary Design:
1. Preliminary Design Kick -Off
- Establish Goals of Phase; Review Extent of Deliverables; Re -Confirm Scope
2. Preliminary Design Workshop # 1 (In -Person)
- Recap Goals and Confirm Schedule; Design/Systems Options
3. Preliminary Design Workshop #2
- Recap Goals and Confirm Schedule; Design/Systems Progress Updates
4. Preliminary Design Workshop #3 (In -Person)
- Recap Goals and Confirm Schedule; Final Selection of Design/Systems
5. Final Presentation to Stakeholders
6. Presentation to Planning Commission (In -Person)
7. Meetings with Public Works, Fire Department, and Coachella Valley Water District as
needed (In -Person)
8. Weekly or bi-weekly progress check -ins with LQ team as desired
DocuSign Envelope ID: 6D6A4D2E-662B-427A-BFE9-79612FCF6495
In addition to the meetings listed above, HGA will facilitate incremental internal A/E team meetings
for interdisciplinary coordination as necessary to complete the scope of services described herein.
SUBMITTALS:
The project will include the following milestone submissions:
1. Master Planning Report (Draft + Final)
2. 100% Preliminary Design Drawings and Specifications (Draft + Final)
3. Progress diagrams, plans, etc as needed to facilitate planning, design and engineering
reviews with city agencies
All milestone submissions will be digital unless noted otherwise.
SCHEDULE:
The following is HGA's proposed schedule to complete the work described herein:
1. Master Planning - 3.5 Months
2. Preliminary Design - 4 Months (following LQ approval of MP and notice to proceed for PD
phase)
Se attached schedule exhibit for additional information. Efforts will be made by all parties and HGA
to streamline these durations if possible.
ASSUMPTIONS
l . All services shall be performed in accordance with the professional standard of care
applicable to those who provide services of the type called for in the Agreement for
projects of a scope and complexity comparable to the Project. Whenever a covenant or
statement is made by Design Consultant in the Agreement or elsewhere concerning the
services or deliverables to be provided by Design Consultant, such covenant or statement is
made or agreed subject to the standard of care set forth in this paragraph. No express
warranties concerning any matter or thing have been made by Design Consultant, and any
implied warranties relating to services or work product of Architect are expressly disclaimed.
2. The owner shall provide the design team with all existing documentation including site
surveys, site utility information, as -built site drawings, topographic maps, design standards,
geotechnical evaluation reports, and all proposed or adopted development plans in the
areas that will be addressed by this project. Survey work is excluded.
3. Geotechnical surveys are excluded. HGA consultants shall have no responsibility for the
discovery, presence, handling, removal or disposal of or exposure of persons or property to
hazardous materials or toxic substances in any form at the Project site.
4. Changes to the project scope requested by the owner that are contrary to previous
steering committee/user group direction can be provided as an Additional Service to this
scope.
DocuSign Envelope ID: 6D6A4D2E-662B-427A-BFE9-79B12FCF6495
5. Any consulting services other than the disciplines outlined in this proposal will be considered
as additional services.
6. Presentation renderings, animations and presentation models in addition to those listed in
this proposal will be considered additional. It is assumed that (4) 3D exterior -view renderings
will be developed, in addition to diagrams and other supporting graphics to convey the
proposed planning/design strategies.
7. CEQA-related services are not included.
8. Sustainable design measures will be explored; however, LEED registration/administration
services are excluded.
9. Survey and documentation of existing project conditions is excluded.
10. Deliverables for the Master Planning phase will include a report that includes an executive
summary; goals and visioning for the project; project context; proposed planning strategies;
record of community outreach and feedback (incl Cahuilla Tribe); systems narratives
(mechanical, electrical, plumbing, civil, structural, low voltage, lighting, sustainability);
landscape narrative and diagrams; cost estimate and project schedule; meeting minutes
11. Deliverables for the Preliminary Design phase will include schematics -level drawings and
specifications; updated cost estimate and project schedule; updated 3D renderings
(assumed to be same views from planning phase); material/finish palettes
12. All deliverables are assumed to be digital, unless noted otherwise
13. The Tribal Liaison is assumed to make (2) visits to La Quinta for outreach and engagement
with the Cahuilla community - each visit assumed to be (2) days maximum
14. The design team will facilitate in -person meetings no less than one per month; all other
workshops, meetings, and community engagement will be virtual
15. Design services related to this effort will not extend beyond November 15, 2022
16. All services to be performed pursuant to the Standard Form of Design Consultant Services
Agreement shall be performed in accordance with the professional standard of care
applicable to those who provide services of the type called for in the Agreement for
projects of a scope and complexity comparable to the Project. Whenever a covenant or
statement is made by Design Consultant in the Agreement or elsewhere concerning the
services or deliverables to be provided by Design Consultant, such covenant or statement is
made or agreed subject to the standard of care set forth in this paragraph. No express
warranties concerning any matter or thing have been made by Design Consultant, and any
implied warranties relating to services or work product of Architect are expressly disclaimed.
17. Arborist assessment of existing trees or plants within the project site boundary is not included
18. Selection of art pieces to be included in any part of the project scope in not included. It is
assumed that the City will provide HGA with all information needed to coordinate the
provisions needed for any art pieces to be included in the project.
19. Seismic analysis for the existing Lumberyard structure in the Preliminary Design stage will
include review of as-builts and visual assessment of the existing structure by the structural
engineer, and identification of noted deficiencies and potential upgrade measures
necessary for code compliance through written narrative, which will be used for the cost
estimate. This effort will not include detailed structural calculations/modeling, which is
recommended as part of the construction document phase to confirm and refine
proposed seismic upgrade measures. The effort does not include seismic upgrades to the
existing Museum or Casita structures.
DocuSign Envelope ID: 6D6A4D2E-662B-427A-BFE9-79B12FCF6495
HGA
July 6, 2023
Jon McMillen
City Manager
City of La Quinta. City Manager's Office
78-495 Calle Tampico
La Quinta, CA 92253
1301 Colorado Avenue 310.557,7600
Santa Monica, CA 90404 HGA.COM
Re: La Quinta Cultural Campus
Additional Service Request No. 01 - Schedule Extension and Additional Design
Jon:
This additional service request is being submitted in response to the City's request for
additional design effort and cost escalation for the La Quinta Cultural Campus Project.
HGA's understanding of the scope of services and deliverables is described below.
SCOPE OF WORK
In HGA's original fee proposal and subsequent contract for the Project, the Phase 1 Master
Planning schedule was anticipated to be roughly 3.5 months from Project kick-off on March
15, 2022, with a focus on developing scope extents and standards for use by HGA in
developing the preliminary design in Phase 2. All design services for both Phase 1 and Phase
2 were assumed to be completed by November 15, 2022 per the prime agreement.
While working in collaboration with the City and its representatives, the Phase 1 Master
Planning scope and schedule extended to include additional design updates that were
assumed to be completed during Phase 2. An approximate history of the major Project
decisions during Phase 1 is noted below for reference:
1. Project kick-off with City representatives occurred on March 15, 2022.
2. HGA presented initial Master Plan deliverable to the City Council on June 21, 2022.
The City representatives requested HGA avoid further exploration of the large park
adjacent to the site ("Art Promenade") and focus master planning efforts on
museum, new archive building, lumberyard, parking, and addition of new restrooms.
3. HGA provided an updated Master Plan deliverable to City Council on March 21,
2023. The City representatives requested'HGA to provide additional programming for
DocuSign Envelope ID: 6D6A4D2E-662B-427A-BFE9-79B12FCF6495
Jon McMillen
City of La Quinta
July 6, 2023
Page 2
the center courtyard in the lumberyard ("Oasis"), tenant improvements for the first
floor of the lumberyard building, and initial design considerations for the surrounding
parcels.
4. HGA to provide final Phase 1 - Master Planning deliverable incorporating above
direction to City by June 9, 2023, to present at City Council meeting to be
determined with City representatives.
The scope of work for this additional service request reflects the design effort for the partial
Phase 2 scope requested by the City. As the majority of the Phase 2 scope of services will
be released by the City after the design services completion date of November 15, 2022,
HGA requests that a four -percent (4%) escalation cost be considered for all remaining
Phase 2 services.
In addition, the seismic assessment of the Lumberyard Building exceeded that of the scope
of work as described in HGA's original fee proposal. The initial scope outline was predicated
on having comprehensive as -built documents to review, as well as a clearly -defined
intended use for the Lumberyard Building. In light of the limited information available, the
design team invested additional effort in field assessment and developing different
upgrade options and scenarios.
SCOPE OF SERVICES
1. Attend additional meetings with City representatives and provide additional design
updates originally assumed to be completed during Phase 2 due to schedule
extension.
2. Provide additional structural assessment of existing Lumberyard Building due to lack
of as -built documents.
3. Provide additional cost estimate revisions related to the Lumberyard Building
including full demolition and replacement of existing building and potential seismic
upgrades.
ASSUMPTIONS
1. No design options for Site Improvements or Archive Building will be required in Phase
2 as HGA has provided these options during Phase 1 and the proposed layout has
been approved by City representatives.
2. During Phase 2, HGA will provide three (3) options for Archival storage.
3. Phase 2 schedule to be determined following City Council approval of Phase 1
deliverable and receipt of Notice to Proceed.
FEES
For the additional Phase 1 and 2 scopes described above, the proposed lump sum fee
request is Sixteen Thousand, Two -Hundred and Fifty Dollars and Zero Cents ($16,250.00),
based on the following fee breakdown:
DocuSign Envelope ID: 6D6A4D2E-662B-427A-BFE9-79B12FCF6495
Jon McMillen
City of La Quinta
July 6, 2023
Page 3
Phase l - Masfer Plannin
Architectural
$7,350
Planning
$2,250
Cost Estimating
$1,300
Structural
$4,350
Subtotal
$15,250
Phase 2 - Preliminary Desim
Architectural
($2,300)
Planning
($2,250)
Landscape
$850
Civil
$500
Lighting
$250
Electrical
$950
Plumbing
$500
Mechanical
$750
Structural
$650
Cost Estimating
$550
Low Voltage
$400
Tribal Liaison
$150
Subtotal
$1,000
Reimbursable Expenses
$0
TOTA L
$16,250
Thank you for your consideration of this Additional Service Request. Please feel free to
contact us directly if you have any questions.
We look forward to hearing from you soon and receiving an amendment to our contract for
this additional service.
Sincerely,
Jpke enry A IA
P o ct Manager, Associate Vice President
HGA
cc: Kevin Donaghey, HGA
ATTACHMENTS:
1. ASR 1 - Fee/Scope Adjustments Spreadsheet, dated July 6, 2023
DocuSign Envelope ID: 6D6A4D2E-662B-427A-BFE9-79B12FCF6495
ASR 1- FEE/SCOPE ADJUSTMENTS
6-1u1-23
Task Description
10 Phase l- Master Planning
11 Protect Kick-1lF/Visioning(), Person)
12 Research/Investigation/Initial Options
13 Planning Workshop gl - City Council
14 HGA Prepare Options/Variations/Cost Model
15 Planning Workshop t2-City Council)In-person)
16 HGA Reines Options/ Prepares ROM Cos[ Model
17 Planning Workshop 11-Museum& Stakeholder Follow-up
18 HGA Prepares Final Options/Variations
19 Steeri ng Comm lttee Review a f Options
113 HGA Prepares Final Planning Report
114 Master Plan Final Presentationand IssuePop-
115 Owner Review of Report
1.30 City Cou ncil Presen Cation Due
111 Presentation to City Council)In-Person)
1.. Planning Workshop 44 SLeenng Committee
I Is HGA Revise Report and Issue Final
Weekly Progress Check -ins
22 HGA Initial Prep for Prelim Opticm/Considerations
*b- l Canbatt 1ubtau3
Phase 1 Cnn tract - Planned Subtotal
inane1 ASA I g4 will SeoblWt
2.0 Phase 2- Preliminary Design
2.1 Proj ecl Kickoff/ Revisit Guiding Principles
22 HGA Initial Prep for Prelim Options / Considerations
2.3 Design Workshopal- AIIGroups(lr Person)
24 HGAPrepare5Optiens/Variations
2 5 Maintenance & Operations Review
26 Design Workshop P2-AII Groups
27 mt`Aps•.elepa$ra•.pi OcyN 5c1`7
20 Design Workshop P3- All Groups(1, Person)
2 9 HGA Prepares Final Presentation and Deliverables
2-10 HGA Issues Draft Prelim Design Drawing Set and Visualixalion
2-11 Owner Review of Ora ft Deliverables / Prpvi do Comments
212 Preliminary Design Final Presentation to Stakeholders
213 Presentation to Planning Commission(1, Person)
Weekly Progess Checkk-ins
rhale 2 hanepe 5,.6te:n
Phase 2 Contmdt Subtotal
Phase 2 Contract - Planned Subtotal
Phase 2 AS 1 Actual Subtotal
Phase 1 +2 Planned Total
Plisse 112 Cont-Total
Phase 1 +2 Contras - Planned Total
Phase 1 * 2 A5R 1 Actual Subtotal
Task Totals
Architecture
Planning
Landscape
CA
lighting
Electrical
Plumbing
Mechi-sl
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Hours Fee
Rate
Hours Subtotal
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$185
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$194
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5 158
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$ 172
0 5
$178
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5 183
0 S
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16 $ 2,960
$194
72 $13,248
$165
5 1 825
$ 172
2 5 344
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$ 18C
I S 360
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3 183
19 $ 3,294
16 $ 2,948
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4 S 740
$184
12 S 2,208
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64 $11,776
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16 S 2,640
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13 S 2,064
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10 S 1,800
S 172
I % 1,204
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r $ 1246
5 183
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24 5 4,424
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16 $ 2,944
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6 S -
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168 S 29,313
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64 $11,776
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12 $ 1,980
$ 172
20 S 1,720
$ 158
4 S 632
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4 $ 688
$178
L $ 1.06E
5 193
1 $ 549
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S $ 740
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12 $ 2,208
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4 5 712
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2 S 366
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8 $ 1,472
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❑ $ -
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10 $ 1,650
$ 172
9 5 1,376
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5 S 1,080
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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 Four Hundred Seventy Three Thousand Five Hundred Fifty Dollars
($473,550) ("Contract Sum").
BUSINESS SESSION ITEM NO. 1
City of La Quinta
CITY COUNCIL MEETING: July 18, 2023
STAFF REPORT
AGENDA TITLE: APPROVE MASTER PLAN FOR THE LA QUINTA CULTURAL
CAMPUS PROJECT NO. 2019-01 AND AMENDMENT NO. 2 TO AGREEMENT FOR
CONTRACT SERVICES WITH HGA AUTHORIZING PRELIMINARY WORK
ASSOCIATED WITH PHASE 2 OF THE PROJECT AND RELATED COMPENSATION
RECOMMENDATION
Approve master plan for the La Quinta Cultural Campus Project No. 2019-01, approve
Amendment No. 2 to Agreement for Contract Services with HGA authorizing preliminary
work associated with Phase 2 of the project for an additional $16,250; and authorize the
City Manager to execute the amendment.
EXECUTIVE SUMMARY
• On March 1, 2022, Council approved an Agreement for Contract Services
(Agreement) with Hammel, Green, and Abrahamson (HGA) to provide master
planning and preliminary design services for the La Quinta Cultural Campus
Project (Project).
• On June 21, 2022, and March 21, 2023, HGA presented Project master plan
concepts to Council and was provided feedback for revisions.
• Staff recommends acceptance of the proposed revised master plan (Attachment
2), which incorporates Staff's and Council's recommendations, and authorization
for Phase 2 Project preliminary design.
• Amendment No. 2 (Attachment 3) to the Agreement proposes a $16,250 increase
in compensation to account for preliminary Phase 2 work completed by HGA
during Phase 1.
FISCAL IMPACT
Budget for the Project was allocated in fiscal years 2019/20 and 2020/21 Capital
Improvement Program, which includes sufficient funding of $473,550 for master
planning and preliminary design services. The following is the Project budget:
175
Project Budget
Professional
$
190,182
Master Planning/Design
$
532,114
Construction
$
2,053,636
Inspection/Testing/Survey
$
217,705
Contingency
$
316,363
TOTAL:
$
3,310,000
BACKGROUND/ANALYSIS
The La Quinta Museum opened to the public in 2007 with the historic casita serving as
office/meeting space for the La Quinta Historical Society and museum staff. In 2018, the
City acquired the property next to the museum known as the "lumberyard". Next to the
lumberyard building sits a vacant lot, a potential location for a Cahuilla garden or art plaza.
On March 1, 2022, Council approved an Agreement with HGA to provide master planning
and preliminary design for the Project. Council provided direction for staff to present the
progress of the efforts as a study session prior to expending 10% of the total contract
sum.
On June 21, 2022, HGA presented preliminary concepts to Council and was given
feedback about the initial designs. Council's input included focusing efforts on Museum
reconfiguration, usage of the casita, and further assessment of the lumberyard and
courtyard area. HGA was asked to incorporate Council's feedback in a revised design,
prepare more detailed cost estimates, and return for further discussion.
On March 21, 2023, HGA presented the revised concept to Council and was given
additional design feedback and was directed to conduct a structural assessment of the
lumberyard and evaluate the building's possible restoration viability and associated costs.
The presented final Master Plan incorporates all recommendations provided by Council;
Staff recommends its acceptance and seeks authorization to move forward with Phase 2,
which is the preliminary design phase of the Project and includes: the promenade; entry
courtyard with modifications to the exterior connection with the casita; the interior
Museum improvements to the entry and archive office; the oasis courtyard; and the new
archive building `shell' (Attachment 4). The interior of the archive options will be brought
back to Council for budget approval. The lumberyard building will be brought back to
Council outside of this Agreement for direction.
During the current Phase 1 master planning efforts, HGA completed work that was initially
scheduled for Phase 2, the preliminary design phase of the Project. Amendment No. 2 to
the Agreement requests authorization to increase compensation by $16,250 to account
for this additional work.
ALTERNATIVES
Council may deny approval of the master plan, direct staff to modify the proposed design,
and/or revise the proposed amendment.
176
Prepared by: Michael Calderon, Management Analyst
Approved by: Christina Calderon, Community Services Deputy Director
Attachments: 1. Cultural Campus Aerial View
2. Masterplan
3. Amendment No. 2
4. Preliminary Design Map
177