2023/25 IN-SITE Landscape Architecture - Amend 3 - Fritz Burns Park Imps Master Planning Project 2021-02MEMORANDUM, Qa4(t(4i
DATE: March 26, 2024
TO: Jon McMillen, City Manager
FROM: Carley Escarrega, Administrative Assistant
RE: Insite Landscape Architecture - Amendment no. 3 to Agreement for Contract Services
Project no. 2021-02, Fritz Burns Park Improvement
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:
JVJ_ Approved by City Council on March 19, 2024
.a City Manager's signing authority provided under the City's Purchasing Policy
[Resolution No. 2023-008] 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. 2023-008] for budget expenditures of $15,000 and
$5,000, respectively, or less.
Procurement Method (one must apply):
.Q Bid ❑ RFP 0 RFQ _❑. 3 written informal bids
QSole Source F] Select Source 1-1 Cooperative Procurement
Reauestina department shall check and attach the items below as auurouriate:
✓Q Agreement payment will be charged to Account No.: 401-0000-60185-202102-D
✓� Agreement term: Start Date July 1, 2023 _ End Date June 30, 2025
✓Q Amount of Agreement, Amendment, Change Order, etc.: $ 20,730
REMINDER: Signing authorities listed above are applicable on the aggregate Agreement amount,
not individual Amendments or Change Orders!
L�
El
NOTE:
a
.a
Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: Compliant myC01 (LM) Date: 3/26/2024
Bonds (originals) as required by the Agreement (Performance, Payment, etc.)
Conflict of Interest Form 700 Statement of Economic Interests from Consultant(s)
Review the "Form 700 Disclosure for Consultants" guidance to determine if a Form
required pursuant FPPC regulation 18701(2)
Business License No. Llc-770195 Expires: 5/31/2024
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
700 is
AMENDMENT NO. 3 TO AGREEMENT FOR CONTRACT SERVICES
WITH INSITE LANDSCAPE ARCHITECTURE (CONTRACTING PARTY)
This Amendment No. 3 ("Amendment 3") to Agreement for Contract Services
("Agreement") is made and entered into as of the 201h day of March, 2024, ("Effective
Date") by and between the CITY OF LA QUINTA ("City"), a California municipal
corporation and IN -SITE Landscape Architecture, a California Corporation ("Contracting
Party").
RECITALS
WHEREAS, on or about May 4, 2022, the City and Contracting Party entered into
an Agreement to provide Master Planning for Fritz Burns Park Improvement Project No.
2021-02, for a total not to exceed amount of $79,375. The Initial Term of the Agreement
expired on June 30, 2023; and
WHEREAS, on or about June 27, 2023, the City and Contracting Party executed
Amendment No. 1 to the Agreement and mutually agreed to amend Section 3.4 Term, to
extend the term of the Agreement for one additional two-year term from July 1, 2023,
through June 30, 2025 ("Extended Term"); and
WHEREAS, on or about September 20, 2023, the City and Contracting Party
executed Amendment No. 2 and mutually agreed to amend Section 1.1, Scope of
Services, of the Agreement to provide additional services to include preliminary
engineering and construction support services and section 2.1 Contract Sum of the
Agreement and increase the total compensation by an additional amount of $361,235, for
a grand total not to exceed amount of $440,610; and
WHEREAS, The City and contracting Party mutually agree to amend Section 1.1,
Scope of Services, of the Agreement to provide additional services to include additional
engineering design to prepare a water quality management plan, expanded parking lot
design, and provide electrical circuit mapping services as identified in Exhibit A — Project
Assignment, included in this Amendment No. 3; and
WHEREAS, The City and contracting Party mutually agree to amend Section 2.1
Contract Sum of the Agreement and increase the total compensation by an additional
amount of $20,730 for the additional engineering design to prepare a water quality
management plan, expanded parking lot design and existing electrical locating services,
included in this Amendment No. 3 as Exhibit B, for a grand total not to exceed amount of
$461,340.
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 1.1 is amended to read as follows:
Section 1.1 — Scope of Services. In compliance with all terms and conditions of this
Agreement, Contracting Party shall provide those services related to the Master Planning
for Fritz Burns Park Improvements Project No. 2021-02 as detailed in Exhibit A "Scope of
Services" included in the Agreement, as well as additional engineering design to prepare
a water quality management plan, expanded parking lot design, and provide electrical
circuit mapping services, as specified in "Exhibit A" and incorporated herein by this
reference (the "Services").
2. 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 Sixty -One Thousand
Three Hundred and Forty Dollars ($461,340) (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 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. 3 to the Agreement on the respective dates set forth below.
CITY OF LA QUINTA
a California municipal corporation
JO c
MILLEN, City Manager
City of a Quinta, California
Dated:____�>
� �
ATTEST:
�bt
MONIKA RADEVA, City Clerk
City of La Quinta, California
APPROVED AS TO FORM:
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
IN -SITE Landscape Architecture
Tim Jachlew
President
Dated:
3/21 /24
Exhibit A
Scope of Services
Additional Civil Engineering and WQMP Scope:
• Phase 2 Improvements:
Additional modifications to the parking lot, including offsite parking on Francis Hack
Lane and additional landscape islands.
Water Quality Management Plan (WQMP):
Sub -consultant (Dudek) will prepare a WQMP for the proposed improvements. The
purpose of the WQMP is to document the permanent development improvements
that will be utilized to reduce the short and long-term impacts to water quality for
receiving water bodies downstream of the project site.
The WQMP will be prepared in accordance with the requirements of the Regional
Water Quality Control Plan (RWQCP) and typical County requirements and will
include background project information, priority project determination, project
specific stormwater analysis and quality characteristics, water quality threat
determinations (including evaluation of pollutants of concern for downstream
watersheds), and LID and water quality BMP's that are proposed for
implementation in the final design of the project.
The WQMP will also include provisions for ongoing maintenance of the proposed
BMP's. The WQMP will be submitted to the City for review and final approval in
digital format.
Additional Electrical Circuit Mapping Scope:
Trace lighting and electrical circuits throughout Fritz Burns Park.
Label circuits and their corresponding origination panels.
Map circuits on topography survey.
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 Four Hundred Sixty -One Thousand Three
Hundred and Forty Dollars ($461,340) (the "Contract Sum"), comprised of $79,375 for
Master Planning services as detailed in Exhibit B of the Agreement, $361,235 for
engineering design and construction services as detailed in Amendment No. 2, and
$20,730 for additional engineering design to prepare a water quality management plan,
and existing electrical circuit mapping services as detailed in enclosed Exhibit B to this
Amendment No. 3.
The Contract Sum shall be paid to Contracting Party in installment payments made on a
monthly basis and 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.
Compensation for additional services identified in Exhibit A:
• Additional Civil Engineering and Water Quality Management Plan: $10,230.00
Team Member
Rate
Hours Subtotal
Principal Engineer II
$265
4 $1,060
Senior Engineer III
$230
8 $1,840
Project Engin*r I/Technician I
$160
40 $6,400
Prime Consultant/project management
10%
$930
Total:
$10,230.00
• Electrical Circuit Mapping Services: $10,500.00
BUSINESS SESSION ITEM NO. 1
City of La Quinta
CITY COUNCIL MEETING: September 19, 2023
STAFF REPORT
AGENDA TITL : APPROVE FRITZ BURNS PARK IMPROVEMENTS DRAFT MASTER
PLAN, AUTHORIZE THE DESIGN PHASE, AND APPROVE AMENDMENT NO. 2 TO
THE AGREEMENT FOR CONTRACT SERVICES WITH INSITE LANDSCAPE
ARCHITECTURE TO PROVIDE ENGINEERING DESIGN SERVICES FOR THE FRITZ
BURNS PARK IMPROVEMENTS PROJECT NO. 2021-02
RECOMMENDATION
Approve Fritz Burns Park Improvements Draft Master Plan, authorize the design phase,
approve Amendment No. 2 to the Agreement for Contract Services with INSITE
Landscape Architecture to provide engineering design services for the Fritz Burns Park
Improvements Project No. 2021-02; and authorize the City Manager to execute the
amendment.
EXECUTIVE SUMMARY
• Fritz Burns Park (Park) is located on the corner of Avenue 52 and Avenida
Bermudas (Attachment 1) and currently contains:
o Swimming pool
o Children's play area
o Picnic tables and benches
o Restrooms
0 4 tennis courts
0 16 pickle ball courts
o Skate park
o Dog park
o Parking lot and off-street
parking
• The La Quinta community identified additional amenities at the Park as a priority
during the 2021 annual Community Workshop.
• On March 7, 2023, Council considered the Fritz Burns Park Draft Master Plan
(Draft Plan) and provided direction to continue community outreach efforts for the
Draft Plan.
• Staff conducted additional community outreach, including an online survey and in -
person community meeting on May 22, 2023.
• The initial phase of the Draft Plan to replace shade structures and convert two
tennis courts to pickleball courts, was implemented in June 2023.
• The updated Draft Plan identifies three (3) remaining phases to implement
additional Park amenities. (Attachment 1)
233
FISCAL IMPACT
The Capital Improvement Program (CIP) currently includes funding for this project in the
amount of $6,350,000. A grant application for the Land and Water Conservation Fund
(LWCF) has been submitted requesting $3,000,000 of funding for the project and is
included in the project budget. There is funding available in the project budget (401-0000-
60185 2021-02D) for the proposed amendment in the amount of $361,235 for engineering
design and construction support services, in addition to the existing master planning
agreement amount of $79,375, for a total contract amount of $440,610. The cost estimate
per construction phase is:
Construction Phase
Cost Estimate
Phase 1
$3,672,539
Phase 2
$390,517
Phase 3
$1,367,126
TOTAL
$5,430,182
The proposed project budget is as follows:
Proposed Budget
Master Plan / Design
$440,610
Project Management
$60,000
Construction
$5,430,182
Inspection/Testing/Survey
$75,000
Contingency
$344,208
TOTAL
$6,350,000
BACKGROUND/ANALYSIS
The total project area is 7.5 acres, located on the southeast corner of Avenue 52 and
Avenida Bermudas. The Fritz Burns property was donated to the City to serve as
noncommercial public space. The property currently has a regional Park and is adjacent
to the City's Corporate Yard and Fire Station No. 32. The Park contains a swimming pool,
children's play area, picnic tables and benches, restrooms, four (4) tennis courts, sixteen
(16) pickle ball courts, a skate park, a dog park, parking lot and off-street parking.
The La Quinta community identified additional amenities at the Park as a priority during
the 2021 annual Community Workshop. Subsequently, funding was included in the fiscal
year (FY) 2021/22 CIP to provide master planning services, in FY 2022/23 CIP to provide
design services, and in FY 2023/24 for the construction phase.
Following a request for proposals in 2022, IN -SITE Landscape Architecture, Inc. (INSITE)
was selected to provide master planning services for this project and the Draft Plan was
prepared. The Draft Plan proposes keeping most of the existing Park amenities, including
courts, skate park, playground, pool, and pool building.
234
In March 2023, council provided direction to continue outreach efforts and seek
community feedback on the proposed master plan and amenities. A survey was
developed and was available online in both English and Spanish for a 2-month period.
An in -person community meeting was held at Fritz Burns Park on May 22, 2023, which
yielded over 30 attendees. Residents' input and comments regarding the proposed
amenities were incorporated in the proposed draft Master Plan.
The Draft Plan identified four (4) phases to implement additional amenities, the first phase
included the conversion of two (2) tennis courts to eight (8) pickleball courts, and
replacement of the existing shade structures over the pickleball and tennis courts. This
first phase was completed as a maintenance project in June 2023. The improvements
proposed for the three (3) remaining phases are outlined below:
Phase 1:
Phase 2:
Phase 3:
✓ Plaza with public art play element, seating, and shade;
✓ Expanded playground with new equipment, shade, lighting, and drinking
fountains;
✓ Restroom building;
✓ Tree lined promenade with seating and picnic tables;
✓ Bicycle racks and tune-up station.
✓ Modified existing parking lot;
✓ New parking lot with tree (3) islands;
✓ Electric Vehicle charging stations.
✓ New water playground with wading pool;
✓ Expanded pool deck with shade and seating;
✓ Expanded pool equipment area.
The next step in the project development process is the design phase. The proposed
amendment with INSITE would allow for engineering design and construction support for
the three remaining phases (Attachment 2). Each phase will have its own construction
ready plan set and specifications, to ensure each phase can be constructed
independently. Staff will seek additional Council direction for the construction phasing
during the project development process.
ALTERNATIVES
Council may elect to amend or not to approve Amendment No. 2.
Prepared by: Julie Mignogna, Management Analyst
Approved by: Bryan McKinney, Public Works Director/City Engineer
Attachments: 1. Revised Draft Master Plan and Phasing
2. Amendment No. 2 with INSITE Landscape Architecture
235
ATTACHMENT 1
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