Agenda packet, regular meeting — La Quinta City Council, August 6, 2024 (part 1 of 8)

CITY COUNCIL AGENDA Page 1 of 8 AUGUST 6, 2024

CITY COUNCIL
AGENDA

CITY HALL COUNCIL CHAMBER
78495 Calle Tampico, La Quinta
REGULAR MEETING ON TUESDAY, AUGUST 6, 2024
3:00 P.M. CLOSED SESSION | 4:00 P.M. OPEN SESSION

1. CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION; PURSUANT TO PARAGRAPH (1) OF SUBDIVISION (d) OF GOVERNMENT CODE SECTION 54956.9
NAME OF CASE: CITY OF LA QUINTA v. SILVERROCK DEVELOPMENT COMPANY, ET AL.

CASE NUMBER: PENDING
City Council agendas and staff reports
are available on the City’s
web page: www.LaQuintaCA.gov
Members of the public may listen to this meeting by tuning-in live via www.laquintaca.gov/livemeetings.

CALL TO ORDER
ROLL CALL: Councilmembers: Fitzpatrick, McGarrey, Peña, Sanchez, and Mayor Evans

PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA
At this time, members of the public may address the City Council on any matter not listed on the agenda pursuant to the “Public Comments – Instructions” listed at the end of the agenda.

The City Council 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 the Brown Act [Government Code § 54954.2(b)].

CONFIRMATION OF AGENDA

CLOSED SESSION
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CITY COUNCIL AGENDA Page 2 of 8 AUGUST 6, 2024
CASE NAME: CASE NUMBER
SilverRock Development Company, LLC. 24-11647
SilverRock Lifestyle Residences, LLC 24-11648
SilverRock Lodging, LLC 24-11650
SilverRock Luxury Residences, LLC 24-11652
SilverRock Phase I, LLC 24-11654
RGC PA 789, LLC 24-11657

RECESS TO CLOSED SESSION
RECONVENE AT 4:00 P.M.

REPORT ON ACTION(S) TAKEN IN CLOSED SESSION

PLEDGE OF ALLEGIANCE

ANNOUNCEMENTS, PRESENTATIONS, AND WRITTEN COMMUNICATIONS

1. PROCLAMATION IN RECOGNITION AND REMEMBERANCE OF KATHERINE

VOGTS FOR HER DEDICATION, KINDNESS, HEROISM, AND UNWAIVERING

SPIRIT IN SERVING HER COMMUNITY

CONSENT CALENDAR
NOTE: Consent Calendar items are routine in nature and can be approved by one motion.

PAGE

1. APPROVE COUNCIL MEETING MINUTES DATED JULY 16, 2024 9

2. EXCUSE ABSENCE OF COMMISSIONER BATAVICK FROM THE AUGUST 14, 2024, FINANCIAL ADVISORY COMMISSION MEETING
15 3. ACCEPT ON-SITE IMPROVEMENTS ASSOCIATED WITH THE POLO VILLAS RESIDENTIAL DEVELOPMENT, TRACT MAP NO. 33085, LOCATED WEST OF MADISON STREET BETWEEN AVENUES 50 AND 52
17 2. Added at Confirmation of Agenda pursuant to Government Code Section 54954.2 (b)(2) [BROWN ACT] >>>
CONFERENCE WITH LEGAL COUNSEL – EXISTING LITIGATION;
PURSUANT TO PARAGRAPH (1) OF SUBDIVISION (d) OF GOVERNMENT CODE SECTION 54956.9
CASES NAMES AND NUMBERS – MULTIPLE (listed below)
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CITY COUNCIL AGENDA Page 3 of 8 AUGUST 6, 2024

4. APPROVE PLANS, SPECIFICATIONS, ENGINEER’S ESTIMATE, AND

ADVERTISE FOR BID THE PAVEMENT MANAGEMENT PLAN FISCAL YEAR 2024/25 FRED WARING DRIVE AND MISCELLANEOUS LOCATIONS
PROJECT NO. 2024-12
19 5. APPROVE PLANS, SPECIFICATIONS, ENGINEER’S ESTIMATE, AND

ADVERTISE FOR BID THE SILVERROCK TEMPORARY GOLF CART PATH PAVING PROJECT NO. 2024-13
23 6. AWARD CONTRACT FOR CONSTRUCTION OF THE EISENHOWER BASIN SLOPE REPAIR PROJECT NO. 2023-22, LOCATED ON THE WEST SIDE OF

EISENHOWER DRIVE BETWEEN AVENIDA FERNANDO AND COACHELLA DRIVE
27 7. APPROVE AGREEMENT FOR CONTRACT SERVICES WITH RY+AO FOR

DESIGN SERVICES FOR MAINTENANCE AND OPERATION YARD PROJECT NO. 2018-05
31 8. APPROVE AGREEMENT FOR CONTRACT SERVICES WITH RAINY DAY

ROOFING FOR ON-CALL ROOFING SERVICES
149

9. APPROVE AMENDMENT NO. 1 TO AGREEMENT FOR CONTRACT SERVICES WITH BMO BANK, N.A. FOR BANKING AND MERCHANT SERVICES
179

10. RECEIVE AND FILE REVENUE AND EXPENDITURE REPORT DATED MAY 31, 2024
191

11. APPROVE DEMAND REGISTERS DATED JULY 12, 19, AND 26, 2024 197

BUSINESS SESSION
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1. RECEIVE AND FILE ANNUAL COMPREHENSIVE FINANCIAL REPORT FOR YEAR ENDED JUNE 30, 2023
223
STUDY SESSION – None
PUBLIC HEARINGS – 5:00 p.m. or thereafter
For all Public Hearings on the agenda, a completed “Request to Speak” form must be filed with the City Clerk prior to consideration of that item; comments are limited to three (3) minutes (approximately 350 words).

Any person may submit written comments to the City Council prior to the public hearing and/or may appear and be heard in support of or opposition to the project(s) at the time of the public hearing. If you challenge a project(s) in court, you may be limited to raising only those issues you or someone else raised at the public hearing or in written correspondence delivered to the City at or prior to the public hearing.

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CITY COUNCIL AGENDA Page 4 of 8 AUGUST 6, 2024

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1. ADOPT RESOLUTION TO APPROVE PLACEMENT OF PUBLIC NUISANCE ABATEMENT ASSESSMENTS ON THE FISCAL YEAR 2024/25 PROPERTY TAX ROLL [RESOLUTION NO. 2024-032]
427

2. ADOPT RESOLUTIONS TO 1) CERTIFY AN ENVIRONMENTAL IMPACT REPORT (EA2017-0008, SCH# 2018011023) AND 2) APPROVE GENERAL PLAN AMENDMENT 2017-0002, SPECIFIC PLAN 2017-0004, AND TENTATIVE TRACT MAP 2017-0008 (TTM 37387);
INTRODUCE ORDINANCES TO APPROVE 1) ZONE CHANGE 2017-0002, AND 2) DEVELOPMENT AGREEMENT 2021-0001;
PROJECT: TRAVERTINE – CONSISTING OF 1,200 RESIDENTIAL UNITS, 45,000 SQUARE FOOT HOTEL WITH 100 VILLAS, SPA AND WELLNESS CENTER AND OTHER COMMERCIAL AND RECREATIONAL USES;
CEQA: AN ENVIRONMENTAL IMPACT REPORT (EA2017-0008, SCH# 2018011023) HAS BEEN PREPARED FOR THE PROPOSED PROJECT; LOCATION: SOUTH OF AVENUE 60, WEST OF MADISON STREET, AND NORTH OF AVENUE 64
[RESOLUTION NOS. 2024-033 AND 2024-034; ORDINANCE NOS. 616 AND 617] 433

DEPARTMENTAL REPORTS
PAGE

1. CITY MANAGER

2. CITY ATTORNEY

3. CITY CLERK – SHORT-TERM VACATION RENTAL QUARTERLY REPORT APRIL - JUNE 2024
1,109

4. COMMUNITY SERVICES – QUARTERLY REPORT – APRIL - JUNE 2024 1,117

5. DESIGN AND DEVELOPMENT – SOUTHERN SPHERE OF INFLUENCE

OUTREACH UPDATE
1,127

6. FINANCE

7. PUBLIC SAFETY

8. PUBLIC WORKS
MAYOR’S AND COUNCIL MEMBERS’ ITEMS

REPORTS AND INFORMATIONAL ITEMS

1. CVAG CONSERVATION COMMISSION (Evans)

2. CVAG ENERGY AND ENVIRONMENTAL RESOURCES COMMITTEE (Evans)

3. CVAG EXECUTIVE COMMITTEE (Evans)

4. VISIT GREATER PALM SPRINGS CONVENTION AND VISITORS BUREAU (Evans)

5. IMPERIAL IRRIGATION DISTRICT – COACHELLA VALLEY ENERGY COMMISSION (Evans)

6. LEAGUE OF CALIFORNIA CITIES DELEGATE (Evans)

7. COACHELLA VALLEY WATER DISTRICT JOINT POLICY COMMITTEE (Evans)

8. SOUTHERN CALIFORNIA ASSOCIATION OF GOVERNMENTS (Evans) CLICK HERE to Return to Agenda
CITY COUNCIL AGENDA Page 5 of 8 AUGUST 6, 2024

9. GREATER CV CHAMBER OF COMMERCE INFORMATION EXCHANGE COMMITTEE (Evans)

10. ECONOMIC DEVELOPMENT SUBCOMMITTEE (Evans & Fitzpatrick)

11. DESERT SANDS UNIFIED SCHOOL DISTRICT COMMITTEE (Evans & Sanchez)

12. DESERT RECREATION DISTRICT COMMITTEE (Fitzpatrick & McGarrey)

13. COACHELLA VALLEY UNIFIED SCHOOL DISTRICT COMMITTEE (Fitzpatrick & Peña)

14. RIVERSIDE COUNTY TRANSPORTATION COMMISSION (Fitzpatrick)

15. CVAG TRANSPORTATION COMMITTEE (Fitzpatrick)

16. IMPERIAL IRRIGATION DISTRICT – ENERGY CONSUMERS ADVISORY COMMITTEE (McGarrey)

17. COACHELLA VALLEY MOUNTAINS CONSERVANCY (McGarrey)

18. LEAGUE OF CALIFORNIA CITIES – ENVIRONMENTAL QUALITY POLICY COMMITTEE (McGarrey)

19. LEAGUE OF CALIFORNIA CITIES – EXECUTIVE COMMITTEE RIVERSIDE COUNTY DIVISION (McGarrey)

20. CANNABIS AD HOC COMMITTEE (Peña & Sanchez)

21. CVAG PUBLIC SAFETY COMMITTEE (Peña)

22. CVAG HOMELESSNESS COMMITTEE (Peña)

23. COACHELLA VALLEY MOSQUITO AND VECTOR CONTROL DISTRICT (Peña)

24. SUNLINE TRANSIT AGENCY (Peña)

25. ANIMAL CAMPUS COMMISSION (Sanchez)

26. LEAGUE OF CALIFORNIA CITIES – PUBLIC SAFETY COMMITTEE (Sanchez)

27. RIVERSIDE LOCAL AGENCY FORMATION COMMISSION (Sanchez)

28. ART PURCHASE COMMITTEE (Sanchez & McGarrey)

29. CALIFORNIA JOINT POWERS INSURANCE AUTHORITY (Sanchez)

30. SOUTHERN CALIFORNIA ASSOCIATION OF GOVERNMENTS REGIONAL COUNCIL (Sanchez)

31. PALM SPRINGS AIRPORT COMMISSION MEETING MINUTES OF JULY 10, 2024
1,133

ADJOURNMENT
*********************************
The next regular meeting of the City Council will be held on September 17, 2024, at 4:00 p.m. at the City Hall Council Chamber, 78495 Calle Tampico, La Quinta, CA 92253.

DECLARATION OF POSTING
I, Monika Radeva, City Clerk of the City of La Quinta, do hereby declare that the foregoing Agenda for the La Quinta City Council meeting was posted on the City’s website, near the entrance to the Council Chamber at 78495 Calle Tampico, and the bulletin board at the La Quinta Cove Post Office at 51321 Avenida Bermudas, on August 2, 2024.

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CITY COUNCIL AGENDA Page 6 of 8 AUGUST 6, 2024

DATED: August 2, 2024
MONIKA RADEVA, City Clerk
City of La Quinta, California
Public Notices
 Agenda packet materials are available for public inspection: 1) at the Clerk’s Office at La Quinta City Hall, located at 78495 Calle Tampico, La Quinta, California 92253; and 2) on the City’s website at www.laquintaca.gov/councilagendas, in accordance with the Brown Act [Government Code § 54957.5; AB 2647 (Stats. 2022, Ch. 971)].  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 (760) 777-7123, 24- hours in advance of the meeting and accommodations will be made.  If background material is to be presented to the City Council during a City Council meeting, please be advised that 15 copies of all documents, exhibits, etc., must be supplied to the City Clerk for distribution. It is requested that this takes place prior to the beginning of the meeting.

PUBLIC COMMENTS - INSTRUCTIONS
Members of the public may address the City Council on any matter listed or not listed on the agenda as follows:

WRITTEN PUBLIC COMMENTS can be provided either in-person during the meeting by submitting 15 copies to the City Clerk, it is requested that this takes place prior to the beginning of the meeting; or can be emailed in advance to [email protected], no later than 12:00 p.m., on the day of the meeting. Written public comments will be distributed to Council, made public, and will be incorporated into the public record of the meeting, but will not be read during the meeting unless, upon the request of the Mayor, a brief summary of public comments is asked to be reported.

If written public comments are emailed, the email subject line must clearly state “Written Comments” and should include: 1) full name, 2) city of residence, and 3) subject matter.

VERBAL PUBLIC COMMENTS can be provided in-person during the meeting by completing a “Request to Speak” form and submitting it to the City Clerk; it is requested that this takes place prior to the beginning of the meeting. Please limit your comments to three (3) minutes (or approximately 350 words). Members of the public shall be called upon to speak by the Mayor.

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CITY COUNCIL AGENDA Page 7 of 8 AUGUST 6, 2024

In accordance with City Council Resolution No. 2022-027, a one-time additional speaker time donation of three (3) minutes per individual is permitted; please note that the member of the public donating time must: 1) submit this in writing to the City Clerk by completing a “Request to Speak” form noting the name of the person to whom time is being donated to, and 2) be present at the time the speaker provides verbal comments.

Verbal public comments are defined as comments provided in the speakers’ own voice and may not include video or sound recordings of the speaker or of other individuals or entities, unless permitted by the Mayor.

Public speakers may elect to use printed presentation materials to aid their comments; 15 copies of such printed materials shall be provided to the City Clerk to be disseminated to the City Council, made public, and incorporated into the public record of the meeting; it is requested that the printed materials are provided prior to the beginning of the meeting. There shall be no use of Chamber resources and technology to display visual or audible presentations during public comments, unless permitted by the Mayor.

All writings or documents, including but not limited to emails and attachments to emails, submitted to the City regarding any item(s) listed or not listed on this agenda are public records. All information in such writings and documents is subject to disclosure as being in the public domain and subject to search and review by electronic means, including but not limited to the City’s Internet Web site and any other Internet Web-based platform or other Web-based form of communication. All information in such writings and documents similarly is subject to disclosure pursuant to the California Public Records Act [Government Code § 7920.000 et seq.].

TELECONFERENCE ACCESSIBILITY – INSTRUCTIONS
Teleconference accessibility may be triggered in accordance with AB 2449 (Stats. 2022, Ch. 285), codified in the Brown Act [Government Code § 54953], if a member of the City Council requests to attend and participate in this meeting remotely due to “just cause” or “emergency circumstances,” as defined, and only if the request is approved. In such instances, remote public accessibility and participation will be facilitated via Zoom Webinar as detailed at the end of this Agenda.
*** TELECONFERENCE PROCEDURES – PURSUANT TO AB 2449***

APPLICABLE ONLY WHEN TELECONFERENCE ACCESSIBILITY IS IN EFFECT Verbal public comments via Teleconference – members of the public may attend and participate in this meeting by teleconference via Zoom and use the “raise your hand” feature when public comments are prompted by the Mayor; the City will facilitate the ability for a member of the public to be audible to the City Council and general public and allow him/her/them to speak on the item(s) requested. Please note – members of the public must unmute themselves when prompted upon being recognized by the Mayor, in order to become audible to the City Council and the public.

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CITY COUNCIL AGENDA Page 8 of 8 AUGUST 6, 2024

Only one person at a time may speak by teleconference and only after being recognized by the Mayor.

ZOOM LINK: https://us06web.zoom.us/j/82540879912
Meeting ID: 825 4087 9912
Or join by phone: (253) 215 – 8782
Written public comments – can be provided in person during the meeting or emailed to the City Clerk’s Office at [email protected] any time prior to the adjournment of the meeting, and will be distributed to the City Council, made public, incorporated into the public record of the meeting, and will not be read during the meeting unless, upon the request of the Mayor, a brief summary of any public comment is asked to be read, to the extent the City Clerk’s Office can accommodate such request.

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CITY COUNCIL MINUTES Page 1 of 6 JULY 16, 2024

CITY COUNCIL

MINUTES
TUESDAY, JULY 16, 2024

CALL TO ORDER
A regular meeting of the La Quinta City Council was called to order at 3:00 p.m. by Mayor Evans.

PRESENT: Councilmembers Fitzpatrick, McGarrey, Peña, Sanchez, and Mayor Evans ABSENT: None
PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA – None
CONFIRMATION OF AGENDA – Confirmed
Councilmember McGarrey requested that a status update on the Cultural Campus Project No. 2019-01 be provided as comments under Consent Calendar Item No. 3. Council concurred.

CLOSED SESSION

1. CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION; INITIATION OF LITIGATION PURSUANT TO PARAGRAPH (4) OF
SUBDIVISION (d) OF GOVERNMENT CODE SECTION 54956.9 (NUMBER OF POTENTIAL CASES: 1)

COUNCIL RECESSED THE OPEN SESSION PORTION OF THE MEETING AND MOVED INTO CLOSED SESSION AT 3:01 P.M.

MAYOR EVANS RECONVENED THE OPEN SESSION PORTION OF THE CITY COUNCIL MEETING AT 4:06 P.M. WITH ALL MEMBERS PRESENT
REPORT ON ACTION(S) TAKEN IN CLOSED SESSION:

Mayor Evans said Council will reconvene Closed Session after the Open Session portion of the meeting to continue consideration of Closed Session Item No. 1.

PLEDGE OF ALLEGIANCE
Councilmember McGarrey led the audience in the Pledge of Allegiance.

PUBLIC COMMENT ON MATTERS NOT ON THE AGENDA – None
CONSENT CALENDAR ITEM NO. 19
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CITY COUNCIL MINUTES Page 2 of 6 JULY 16, 2024

ANNOUNCEMENTS, PRESENTATIONS AND WRITTEN COMMUNICATIONS

1. PROCLAMATION IN RECOGNITION OF OUTDOOR WORKER

APPRECIATION WEEK
Mayor Evans, on behalf of the Council presented a Proclamation in recognition of Outdoor Worker Appreciation Week to Maintenance and Operations Superintendent Alfred Berumen, representative of La Quinta’s outdoor workers.

2. LEAGUE OF CALIFORNIA CITIES – POLICY AND LEGISLATIVE UPDATE BY

RIVERSIDE COUNTY DIVISION REGIONAL PUBLIC AFFAIRS MANAGER

JESSE RAMIREZ
Regional Public Affairs Manager Jesse Ramirez with the League of California Cities (League) provided a brief overview on the League’s mission and objectives; upcoming events; legislation alerts; an update on the League’s legislative policy, bills supported/opposed; membership benefits; and meeting schedules.

CONSENT CALENDAR

1. APPROVE COUNCIL MEETING MINUTES OF JULY 2, 2024

2. ADOPT ORDINANCE NO. 615 ON SECOND READING AMENDING CHAPTER

2.60 OF THE LA QUINTA MUNICIPAL CODE RELATING TO THE CONFLIT OF

INTERES CODE

3. APPROVE AGREEMENT FOR CONTRACT SERVICES WITH HGA FOR FINAL DESIGN SERVICES FOR CULTURAL CAMPUS PROJECT NO. 2019-01

4. EXECUSE ABSENCE OF COMMISSIONERS HERNANDEZ AND HUNDT FROM THE JULY 9, 2024, PLANNING COMMISSION MEETING

5. APPROVE DEMAND REGISTERS DATED JUNE 28 AND JULY 5, 2024 CONSENT CALENDAR – COMMENTS
Item No. 3 – Cultural Campus Project No. 2019-01 – City Manager McMillen provided a detailed explanation of the services included in the HGA contract for final design services.

MOTION – A motion was made and seconded by Councilmembers Fitzpatrick/ Peña to approve the Consent Calendar as presented, with Item No. 2 adopting Ordinance No. 615. Motion passed unanimously.
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CITY COUNCIL MINUTES Page 3 of 6 JULY 16, 2024

BUSINESS SESSION

1. APPROVE CONVERTING RIVERSIDE COUNTY SHERIFF’S DEPARTMENT

TRAFFIC CAR OFFICER POSITION TO A MOTOR OFFICER POSITION Public Safety Management Analyst Chastain introduced Riverside County Sheriff’s Department Sargent Mark Chlarson who presented the staff report, which is on file in the Clerk’s Office.

PUBLIC SPEAKER: Alena Callimanis, La Quinta – asked if a hybrid plan has been considered such as a motor for winter months, replaced with a car during the summer months.

Council discussed options to motor officers during summer months; effectiveness of motors to slow traffic speeding and collisions; and visibility of motor officers.

MOTION – A motion was made and seconded by Councilmembers Sanchez/McGarrey to approve converting a Riverside County Sheriff’s Department traffic car officer position to a motor officer position; and authorize the Mayor to execute the amendment to Law Enforcement contract as presented. Motion passed unanimously.

STUDY SESSION

1. DISCUSS EISENHOWER DRIVE ROAD DIET, SOUTH OF CALLE SINALOA Public Works Director/City Engineer McKinney presented the staff report, which is on file in the Clerk’s Office with additional information presented by Consultant Traffic Engineer Steve Liebring with TKE Engineering, Inc., and Riverside County Sheriff Sergeant Chlarson.

PUBLIC SPEAKER: Melissa Brown, La Quinta – in support of the road diet.

PUBLIC SPEAKER: Lisa Moller, La Quinta – declined to speak when called upon.

PUBLIC SPEAKER: Patrick Healy, La Quinta – in support of the road diet; and stated trees in Eisenhower median need trimming as they scrape tall vehicles.

Mayor Evans said WRITTEN PUBLIC COMMENTS were received from the residents listed below, regarding the proposed Eisenhower Drive Road diet, south of Calle Sinaloa, which were included as Attachment 4 to the published staff report for this item:
 Gretchen Willis, La Quinta – opposed
 Jon and Lisa Piatt, La Quinta – opposed
City Clerk Radeva said WRITTEN PUBLIC COMMENTS were received from the residents listed below, in alphabetical order, in support of the proposed Eisenhower Drive 11 CLICK HERE to Return to Agenda
CITY COUNCIL MINUTES Page 4 of 6 JULY 16, 2024
Road diet, south of Calle Sinaloa, which were distributed to Council, made public, published on the City’s website, and included in the public record of this meeting:
 Linda Gunnett, La Quinta – in support
 Paula Maietta, La Quinta – in support
 Wells Marvin, La Quinta – in support
Council discussed the recent speed survey; possible congestion if road is reduced to one lane in each direction from the current two lanes; visibility issues; resident parking issues; existing studies/analyses available from other locales; safety for golf carts and bicycles; data on lane reduction on Avenida Bermudas; vehicle capacity of one lane; easy flow of road diet on Adams Street; existing 81 miles of bike lanes in City and plans for 12 more miles; downside of reducing Eisenhower Drive to one lane; desire to hear from more residents on this matter; typical drop in speeds after road diets; before and after statistics on tickets issued in areas with road diets; and road rules for bicycles.

Council reached a consensus and directed staff to stripe for two lanes for now; provide cost of changing to one lane; provide additional information, including existing studies; conduct monitoring; issue enforcement warnings; reconsider citywide golf cart and consider golf carts on that portion of Eisenhower Drive, survey in winter months when population increases and schools are back in session; return to Council in December or January with this additional data; and encourage public input.

PUBLIC HEARINGS

1. ADOPT RESOLUTION TO UPDATE THE CITY’S USER AND REGULATORY MASTER FEE SCHEDULE [RESOLUTION NO. 2024-031]
City Clerk Radeva introduced Terry Madsen, President with ClearSource Financial Services, Inc. who presented the staff report, which is on file in the Clerk’s Office.

Council discussed the percentage of Consumer Price Index (CPI) increase in 2022 and 2023; current percentage of cost recovery is not 100%, maybe about 77%; reasoning for keeping fees below 100% cost recovery; and pros and cons of going up to 100% cost recovery.

City Clerk Radeva said a WRITTEN PUBLIC COMMENT was received on July 15, 2024, from Grechen Gutierrez, Chief Executive Officer with the Desert Valley Builders Association (DVBA) in support of the proposed Master Fee Schedule update, which was distributed to Council, made public, published on the City’s website, and included in the public record of this meeting.

COUNCILMEMBER MCGARREY ANNOUNCED THAT SHE SERVES ON THE

BOARD OF DVBA AS AN UNPAID VOLUNTEER AND HAD NO INVOLVEMENT OR INPUT IN THE DVBA’S POSITION ON THIS MATTER
MAYOR EVANS DECLARED THE PUBLIC HEARING OPEN AT 6:02 P.M. 12 CLICK HERE to Return to Agenda
CITY COUNCIL MINUTES Page 5 of 6 JULY 16, 2024
PUBLIC SPEAKER: None
MAYOR EVANS DECLARED THE PUBLIC HEARING CLOSED AT 6:03 P.M.

MOTION – A motion was made and seconded by Councilmembers Sanchez/Fitzpatrick to adopt Resolution No. 2024-031 as presented:

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA QUINTA,

CALIFORNIA, ADOPTING A REVISED MASTER FEE SCHEDULE OF VARIOUS

USER AND REGULATORY FEES
Motion passed unanimously.

DEPARTMENTAL REPORTS – None
MAYOR’S AND COUNCIL MEMBERS’ ITEMS
Mayor Evans reported on her and other Councilmembers’ attendance at the Para-Karate event; and meeting with Living Desert staff regarding the turtles living in the Civic Center Park lake.

Councilmember Sanchez extended thoughts and prayers for former President Trump in light of the recent assassination attempt.

Council concurred that it would discuss the City’s membership in the League of California Cities after the upcoming League conference scheduled to be held in October 2024 in Long Beach.

REPORTS AND INFORMATIONAL ITEMS
La Quinta’s representative for 2024, Councilmember Fitzpatrick reported on her participation in the following organization’s meeting:
 RIVERSIDE COUNTY TRANSPORTATION COMMISSION
La Quinta’s representative for 2024, Councilmember McGarrey reported on her participation in the following organizations’ meetings:
 COACHELLA VALLEY MOUNTAINS CONSERVANCY
 LEAGUE OF CALIFORNIA CITIES – EXECUTIVE COMMITTEE, RIVERSIDE

COUNTY DIVISION
La Quinta’s representative for 2024, Mayor Pro Tem Peña reported on his participation in the following organization’s meeting:
 CV MOSQUITO AND VECTOR CONTROL DISTRICT BOARD OF TRUSTEES 13 CLICK HERE to Return to Agenda
CITY COUNCIL MINUTES Page 6 of 6 JULY 16, 2024
CLOSED SESSION – Continued

1. CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION; INITIATION OF LITIGATION PURSUANT TO PARAGRAPH (4) OF
SUBDIVISION (d) OF GOVERNMENT CODE SECTION 54956.9 (NUMBER OF POTENTIAL CASES: 1)

COUNCIL RECESSED THE OPEN SESSION PORTION OF THE MEETING AND MOVED INTO CLOSED SESSION AT 6:19 P.M.

MAYOR EVANS RECONVENED THE OPEN SESSION PORTION OF THE CITY COUNCIL MEETING AT 7:11 P.M. WITH ALL MEMBERS PRESENT
REPORT ON ACTION(S) TAKEN IN CLOSED SESSION:

City Attorney Ihrke reported the following pursuant to Government Code section 54957.1 (Brown Act):
 CLOSED SESSION ITEM NO. 1 – no new reportable action on this matter.

The authorization to initiate or intervene in litigation as reported out for Closed Session Item No. 2 from the July 2, 2024, Council meeting remains in place, and no new action was taken tonight for Closed Session Item No. 1 that requires additional reporting.

In accordance with Government Code section 54957.1, subdivision(a)(2), upon the formal commencement of or intervening in any litigation, the action, name of the parties, and other particulars of the litigation may be disclosed upon inquiry.

ADJOURNMENT
There being no further business, a motion was made and seconded by Councilmembers Fitzpatrick/Sanchez to adjourn at 7:12 p.m. Motion passed unanimously.

Respectfully submitted,
MONIKA RADEVA, City Clerk
City of La Quinta, California
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City of La Quinta
CITY COUNCIL MEETING: August 6, 2024

STAFF REPORT
AGENDA TITLE: EXCUSE ABSENCE OF COMMISSIONER BATAVICK FROM THE AUGUST 14, 2024, FINANCIAL ADVISORY COMMISSION MEETING

RECOMMENDATION
Excuse absence of Commissioner George Batavick from the August 14, 2024, Financial Advisory Commission meeting.

EXECUTIVE SUMMARY
 Commissioner Batavick requested to be excused from the August 14, 2024, Financial Advisory Commission meeting due to personal reasons.  Commissioner Batavick has no excused or unexcused absences for fiscal year 2024/25.

FISCAL IMPACT
Absent members do not receive any meeting compensation.

BACKGROUND/ANALYSIS
Section 2.06.090 of the La Quinta Municipal Code states: “If any member of a board, commission or committee absents him or herself from two consecutive regular meetings or absents him or herself from a total of three regular meetings within any fiscal year, his/her office shall become vacant and shall be filled as any other vacancy. A board, commission or committee member may request advance permission from the city council to be absent at one or more regular meetings due to extenuating circumstances, and/or may request the city council to excuse an absence after-the-fact where such extenuating circumstances prevented the member from seeking advance permission to be absent. If such permission or excuse is granted by the city council, the absence shall not be counted toward the above-stated limitations on absences.”

ALTERNATIVES
Council may deny this request, which would result in the absences being counted toward the Commissioners’ limitation on absences as noted above.

Prepared by: Monika Radeva, City Clerk
Approved by: Jon McMillen, City Manager
CONSENT CALENDAR ITEM NO. 2
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City of La Quinta
CITY COUNCIL MEETING: August 6, 2024

STAFF REPORT
AGENDA TITLE: ACCEPT ON-SITE IMPROVEMENTS ASSOCIATED WITH THE POLO VILLAS RESIDENTIAL DEVELOPMENT, TRACT MAP NO. 33085, LOCATED WEST OF MADISON STREET BETWEEN AVENUES 50 AND 52

RECOMMENDATION
Accept the on-site improvements associated with Polo Villas residential development, Tract Map No. 33085, and authorize staff to release performance securities.

EXECUTIVE SUMMARY
• Polo Villas is a residential project located west of Madison Street between Avenues 50 and 52 (Attachment 1).
• The developer has requested release of the performance securities. • Since all on-site improvements have been completed, staff recommends acceptance and release of the performance securities.

FISCAL IMPACT – None.

BACKGROUND/ANALYSIS
The developer has completed all on-site improvements required by Tract Map No. 33085.

The improvements include pavement, curb and gutter, signing and striping, driveways, water and sewer improvements, dry utilities, storm drain improvements and landscaping.

Staff inspected the on-site improvements and verified they meet City-approved plans and standards.

ALTERNATIVES
Accepting improvements is a ministerial action necessary for the release of improvement securities. Since the improvements have been inspected and meet City standards, staff does not recommend an alternative action.

Prepared by: Amy Yu, Associate Engineer
Approved by: Bryan McKinney, P.E., Public Works Director/City Engineer Attachment: 1. Vicinity Map
CONSENT CALENDAR ITEM NO. 3
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V I C I N I T Y M A P

NOT TO SCALE
ATTACHMENT 1
TRACT map no. 33085
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City of La Quinta
CITY COUNCIL MEETING: August 6, 2024

STAFF REPORT
AGENDA TITLE: APPROVE PLANS, SPECIFICATIONS, ENGINEER’S ESTIMATE,

AND ADVERTISE FOR BID THE PAVEMENT MANAGEMENT PLAN FISCAL YEAR 2024/25 FRED WARING DRIVE AND MISCELLANEOUS LOCATIONS PROJECT NO. 2024-12

RECOMMENDATION
Approve plans, specifications, engineer’s estimate, and authorize staff to bid the PMP FY 2024/25 Fred Waring Drive and Miscellaneous Locations Project No. 2024-12.

EXECUTIVE SUMMARY
• The fiscal year (FY) 2024/25 Pavement Management Plan (PMP) Slurry Seal Improvements include over 2,500,000 feet of slurry and over 16,000 feet of pavement repair.
• The first phase of the FY 2024/25 PMP includes the following areas (Attachment 1).
o Seeley Drive and Forbes Circle: over 81,000 square feet of slurry o Fred Waring Drive: over 296,000 square feet of slurry o Cactus Flower and Sunflower Neighborhood: over 487,000 square feet of slurry
o Calle Cadiz and Calle Fortuna: over 57,000 square feet of slurry o Seasons Neighborhood: over 91,000 square feet of slurry o Sagebrush Avenue, Date Palm Drive, Bottle Brush Drive and Saguaro Road: over 151,000 square feet of slurry
o Seasons Way: over 16,000 square feet of grind and overlay • The second phase will include Cove Area streets anticipated for construction in winter of FY 2024/2025.

FISCAL IMPACT
The 2024/25 Capital Improvement Program (CIP) allocates $1,000,000 of General Funds and $1,000,000 of Measure G Funds with $500,000 anticipated in carry-over funding. The following is the project budget:

CONSENT CALENDAR ITEM NO. 4
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Total Budget Phase 1 Budget
Design/Professional: $ 200,000 $ 100,000
Construction: $ 1,900,000 $ 800,000
Inspection/Testing/Survey: $ 150,000 $ 70,000
Contingency: $ 250,000 $ 100,000
Total Budget: $ 2,500,000 $ 1,070,000

BACKGROUND/ANALYSIS
The PMP funds improvements to maintain and upgrade City roadways and is divided into phases. This FY’s improvements includes two phases. The first phase will slurry over 1,163,000 square feet of pavement and includes minor pothole hole repair and minor striping improvements. The majority of striping improvements include better delineation for bike lanes and addition of green paint backgrounds.

Contingent upon approval to advertise the project for bid on August 6, 2024, the following is the project schedule:

Council Bid Authorization August 6, 2024
Bid Period August 7 to September 4, 2024
Council Considers Project Award September 17, 2024
Execute Contract and Mobilize September 18 to September 30, 2024 Construction (40 Working Days) October 7 to December 3, 2024 Accept Improvements December 2024

ALTERNATIVES
Staff does not recommend an alternative.

Prepared by: Ubaldo Ayón, Assistant Construction Manager Approved by: Bryan McKinney, P.E., Public Works Director/City Engineer Attachment: 1. Vicinity Map
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Attachement 1
Phase 1 FY 2024/25 Pavement Management Plan Improvements 21 CLICK HERE to Return to Agenda
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City of La Quinta
CITY COUNCIL MEETING: August 6, 2024

STAFF REPORT
AGENDA TITLE: APPROVE PLANS, SPECIFICATIONS, ENGINEER’S ESTIMATE,

AND ADVERTISE FOR BID THE SILVERROCK TEMPORARY GOLF CART PATH PAVING PROJECT NO. 2024-13

RECOMMENDATION
Approve plans, specifications, engineer’s estimate, and authorize staff to bid the SilverRock Temporary Golf Cart Path Paving Project No. 2024-13, located at the SilverRock Golf Course.

EXECUTIVE SUMMARY
• During development work at SilverRock performed by the Robert Green Company, portions of the existing concrete golf cart path were removed and replaced with gravel base material with the understanding that they would be reconfigured after construction was completed.

The SilverRock Golf Course, operated by Landmark Golf Management, LLP (Landmark), is requesting that the gravel paths be paved to reduce dust and premature wear and tear on the recently purchased golf carts. • The project will asphalt pave the temporary golf cart paths and driving range parking area to mitigate the dust produced (Attachment 1).

FISCAL IMPACT
The project is not currently in the Capital Improvement Program (CIP). Staff will request allocation once bids are received. The following is the anticipated overall project budget:

Total Budget
Design/Professional: $ 15,000
Inspection/Testing/Survey: $ 15,000
Construction: $ 150,000
Contingency: $ 20,000
Total Budget: $ 200,000
CONSENT CALENDAR ITEM NO. 5
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BACKGROUND/ANALYSIS
The City has received concerns from residents regarding dust coming from SilverRock.

Staff has mitigated dust by continuously working toward placing ground cover and other dust control measures on recently disturbed areas within SilverRock that the City has jurisdiction over.

Replacing the gravel paths with an asphalt surface will continue the effort to mitigate dust and provide a smoother surface for the users of the golf course. The asphalt surface will also help to minimize wear on the recently purchased golf carts.

Landmark has requested that any work occur during periods when the course is closed, between October 1 through November 1, 2024.

Contingent upon approval to advertise the project for bid on August 6, 2024, the following is the project schedule:

Council Bid Authorization August 6, 2024
Bid Period August 7 to September 4, 2024
Council Considers Project Award September 17, 2024
Execute Contract and Mobilize September 18 to September 30, 2024 Construction (15 Working Days) October 1 to October 17, 2024 Accept Improvements November 2024

ALTERNATIVES
Staff does not recommend an alternative.

Prepared by: Ubaldo Ayón, Assistant Construction Manager Approved by: Bryan McKinney, P.E., Public Works Director/City Engineer Attachment: 1. Location Map

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SilverRock/Talus Temporary
Cart Paths
Place 3" AC over recompacted existing base for a
proposed 10' wide cart path and parking area.

Legend
Path
800 ft
N
➤
ATTACHMENT 1
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CONSENT CALENDAR ITEM NO. 6
City of La Quinta
CITY COUNCIL MEETING: August 6, 2024

STAFF REPORT
AGENDA TITLE: AWARD CONTRACT FOR CONSTRUCTION OF THE EISENHOWER BASIN SLOPE REPAIR PROJECT NO. 2023-22, LOCATED ON THE WEST SIDE OF

EISENHOWER DRIVE BETWEEN AVENIDA FERNANDO AND COACHELLA DRIVE

RECOMMENDATION
Award a contract to the lowest responsive and responsible bidder to construct the Eisenhower Basin Slope Repair Project No. 2023-22; and authorize the City Manager to execute the contract and approve future change orders within the project budget amount.

EXECUTIVE SUMMARY
• The project is located at the Eisenhower Retention Basin (Basin) on the west side of Eisenhower Drive between Avenida Fernando and Coachella Drive (Attachment 1). • The project will repair slopes that failed due to Tropical Storm Hilary in August 2023.

The engineered soil that covers a specialized slope liner washed off and needs replacement to protect the liner from ultraviolet (UV) light. o An additive alternate to construct a concrete lined channel along the base of the hill adjacent to the Basin to collect drainage water, which will help mitigate future erosion, will be included in the scope of the project. • Staff is actively working with the Federal Emergency Management Agency (FEMA) to request funding for both the repairs and betterment of the Basin. • The project is currently out to bid and will open August 19, 2024. To expedite the construction phase of this project and allow staff to submit requirements for funding to FEMA; staff recommends allowing the City Manager to execute a contract with the lowest responsive and responsible bidder within the project budget.

FISCAL IMPACT
The 2024/25 Capital Improvement Program (CIP) allocates $477,000 of General Funds with $1,800,000 anticipated in carry-over funding to the 2425DRA Citywide Drainage Enhancements Project. The following is the project budget for this phase of work:

Total Budget
Professional/Design: $ 25,000
Inspection/Testing/Survey: $ 20,000
Construction: $ 500,000
Contingency: $ 50,000
Total Budget: $ 595,000
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BACKGROUND/ANALYSIS
Damage caused to the Basin during Tropical Storm Hilary exposed a specialized liner along the basin slopes. The liner cannot be exposed to UV light for a long period of time, or it will degrade.

On November 16, 2023, staff solicited construction bids from qualified contractors. The City received three (3) bids on December 11, 2023. Leonida Builders, Inc. of Acton, California submitted the lowest responsible and responsive bid at $280,395.

These costs were higher than the anticipated project budget and the cost range of the bids varied significantly. On December 19, 2023, Council approved rejecting all bids and revising the scope to reduce uncertainty within the scope and to allow the project to complete the application and field reviews needed to satisfy the requirements with requesting FEMA funding.

Staff re-bid the project with proposed betterments as an additive alternate since FEMA allows for betterments to help mitigate future repairs.

Contingent upon approval to award the project August 6, 2024, the following is the proposed project schedule:

Project Bid Opens August 19, 2024
Execute Contract and Mobilize August 20 to September 10, 2024 Construction (30 Working Days) September 10 to October 21, 2024 Accept Improvements November 2024

ALTERNATIVES
Staff does not recommend an alternative.

Prepared by: Ubaldo Ayón, Assistant Construction Manager Approved by: Bryan McKinney, P.E., Public Works Director/City Engineer Attachment 1: Vicinity Map
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Notes
Eisenhower Drive Retention Basin
0 2,040 4,079 Feet 8
Vicinity Map
*IMPORTANT* Maps and data are to be used for reference purposes only. Map features are approximate, and are not necessarily accurate to surveying or engineering standards. The County of Riverside makes no warranty or guarantee as to the content (the source is often third party), accuracy, timeliness, or completeness of any of the data provided, and assumes no legal responsibility for the information contained on this map. Any use of this product with respect to accuracy and precision shall be the sole responsibility of the user.

REPORT PRINTED ON ... 5/5/2017 2:30:52 PM © Riverside County RCIT GIS ATTACHMENT 1
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City of La Quinta
CITY COUNCIL MEETING: August 6, 2024

STAFF REPORT
AGENDA TITLE: APPROVE AGREEMENT FOR CONTRACT SERVICES WITH RY+AO

FOR DESIGN SERVICES FOR MAINTENANCE AND OPERATION YARD PROJECT NO. 2018-05

RECOMMENDATION
Approve agreement for contract services with RY+AO for Phase 1 Master Planning Design Services for the Maintenance and Operation Yard Project No. 2018-05; and authorize the City Manager to execute the agreement.

EXECUTIVE SUMMARY
• On May 21, 2019, Council approved an agreement with Gillis and Panichapan Architects, Inc (GPA) to complete a facilities assessment to quantify the magnitude and cost of reconfiguring the existing 2.8-acre site for the City’s Maintenance and Operations Yard (Project). A site plan exhibit map is included as Attachment 1. • In March 2024, staff solicited proposals to update the assessment and prepare a master plan (phase 1), prepare preliminary design services (phase 2), and final design services (phase 3). The City received two (2) proposals in April 2024. • Staff recommends approving an Agreement for Contract Services (Agreement) with RY+AO for Phase 1 (Attachment 2).

FISCAL IMPACT
Budget for the Project was allocated in fiscal years 2019/20, 2023/24, and 2024/25 Capital Improvement Program (CIP) in the amount of $1,591,013, which includes $1,311,013 in Measure G funding and $280,000 in Maintenance and Facilities DIF. The following is the Project budget:

Project Budget*
Professional $ 190,000
Master Planning/Design $ 1,084,073
Contingency $ 316,940
TOTAL: $ 1,591,013
CONSENT CALENDAR ITEM NO. 7
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*Staff will return to Council with a complete project budget that will include construction costs and request additional appropriations once the master plans and estimates have been completed.

Total Project costs are currently estimated at $1,084,073 for Phases 1, 2, and 3. Total cost for Phase 1 only under the proposed Agreement with RY+AO is not to exceed $222,806.

BACKGROUND/ANALYSIS
The Maintenance and Operation Yard shares a 10-acre site with Fire Station #32, a former fire station, and Fritz Burns Park. The park contains a swimming pool, playground, restrooms, six tennis courts, eight pickle ball courts, a skate park, a dog park, and offstreet parking.

In May 2019, GPA was hired to complete a facilities assessment to quantify the magnitude and cost of reconfiguring the existing 2.8-acre site for the City’s Maintenance and Operations Yard (Attachment 3). GPA’s work includes planning and programming (space planning) for the administrative offices and crew quarters, along with related storage facilities. GPA considered the City’s Maintenance Yard Master Plan prepared in 2008 and the Facility Needs Assessment prepared in 2018 as part of the La Quinta Academy work.

After Staff reviewed the assessment and estimate in March 2020, it was determined that the project should be placed on hold for future reassessment due to cost.

On March 26, 2024, a Request for Proposals (RFP) was posted on the City website to provide Professional Planning and Design Services. Two (2) responses were received on April 25, 2024. The RFP listed three phases:
• Phase 1: Perform appropriate engineering-related field surveys and prepare the base map; update the Maintenance and Operations Yard Master Plan and Facility Needs Assessment; perform the Planning and Programming Step for the proposed Maintenance Office and Crew Quarters and any amendments to the exterior storage facilities; and present findings to Council for direction. • Phase 2: Prepare preliminary plans and cost estimates for the proposed site layout based on the selected Master Plan Needs Assessment option. • Phase 3: Prepare final plans, specifications, and cost estimates from the preliminary plans.

Staff recommends approving an Agreement with RY+AO for Phase 1 of the Project. When Phase 1 work is accepted, the City will have the option to continue services with RY+AO. 32 CLICK HERE to Return to Agenda

ALTERNATIVES
Staff does not recommend an alternative.

Prepared by: Ubaldo Ayón, Assistant Construction Manager Approved by: Bryan McKinney, P.E., Public Works Director/City Engineer Attachments: 1. Site Plan

2. Agreement for Contract Services with RY+AO

3. Needs Assessment
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Site Plan Exhibit
Existing Public Works Yard
Total Acreage = 10 acres
(Not to Scale)
Legend
Public Works Yard
ATTACHMENT 1
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AGREEMENT FOR CONTRACT SERVICES
THIS AGREEMENT FOR CONTRACT SERVICES (the “Agreement”) is made and entered into by and between the CITY OF LA QUINTA, (“City”), a California municipal corporation, and JSL Architecture, Inc., a California corporation, d/b/a RY+AO (“Contracting Party”). The parties hereto agree as follows:

1. SERVICES OF CONTRACTING PARTY.

1.1 Scope of Services. In compliance with all terms and conditions of this Agreement, Contracting Party shall provide those services related to design and related professional services for the City’s Maintenance and Operations Yard, as specified in the “Scope of Services” attached hereto as “Exhibit A” and incorporated herein by this reference (the “Services”). Contracting Party represents and warrants that Contracting Party is a provider of first-class work and/or services and Contracting Party is experienced in performing the Services contemplated herein and, in light of such status and experience, Contracting Party covenants that it shall follow industry standards in performing the Services required hereunder, and that all materials, if any, will be of good quality, fit for the purpose intended. For purposes of this Agreement, the phrase “industry standards” shall mean those standards of practice recognized by one or more first-class firms performing similar services under similar circumstances.

1.2 Compliance with Law. All Services rendered hereunder shall be provided in accordance with all ordinances, resolutions, statutes, rules, regulations, and laws of the City and any Federal, State, or local governmental agency of competent jurisdiction.

1.3 Wage and Hour Compliance, Contracting Party shall comply with applicable Federal, State, and local wage and hour laws.

1.4 Licenses, Permits, Fees and Assessments. Except as otherwise specified herein, Contracting Party shall obtain at its sole cost and expense such licenses, permits, and approvals as may be required by law for the performance of the Services required by this Agreement, including a City of La Quinta business license. Contracting Party and its employees, agents, and subcontractors shall, at their sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals that are legally required for the performance of the Services required by this Agreement.

Contracting Party shall have the sole obligation to pay for any fees, assessments, and taxes, plus applicable penalties and interest, which may be imposed by law and arise from or are necessary for the performance of the Services required by this Agreement, and shall indemnify, and hold City, its elected officials, officers, employees, and agents, free and harmless against any direct or indirect damages imposed against City hereunder for failure to pay any fees, assessments, and taxes, or for failure to obtain licenses, permits, and approvals as may be required by law for the performance of the Services.

Contracting Party shall be responsible for all subcontractors’ compliance with this Section.

1.5 Familiarity with Work. By executing this Agreement, Contracting Party acknowledges that (a) it has visited and considered the Services to be performed, (b) it ATTACHMENT 2
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has visited the site where the Services are to be performed, if any, and fully acquainted itself with the conditions there existing, (c) it has considered how the Services should be performed, and (d) it understands the facilities, difficulties, and restrictions attending performance of the Services under this Agreement. Should Contracting Party discover any latent or unknown conditions materially differing from those inherent in the Services or as represented by City, Contracting Party shall immediately inform City of such fact and shall not proceed except at Contracting Party’s risk until written instructions are received from the Contract Officer, or assigned designee (as defined in Section 4.2 hereof).

1.6 Standard of Care. Contracting Party acknowledges and understands that the Services contracted for under this Agreement require specialized skills and abilities and that, consistent with this understanding, Contracting Party’s work will be held to an industry standard of quality and workmanship. Consistent with Section 1.5 hereinabove, Contracting Party represents to City that it holds the necessary skills and abilities to satisfy the industry standard of quality as set forth in this Agreement. Contracting Party shall adopt reasonable methods during the life of this Agreement to furnish continuous protection to the Services performed by Contracting Party, and the equipment, materials, papers, and other components thereof to prevent losses or damages, and shall be responsible for all such damages, to persons or property, until acceptance of the Services by City, except such losses or damages as may be caused by City’s own negligence.

The performance of Services by Contracting Party shall not relieve Contracting Party from any obligation to correct any incomplete, inaccurate, or defective work at no further cost to City, when such inaccuracies are due to the negligence of Contracting Party. The standard of care for all professional services performed or furnished by Contracting Party under this Agreement will be the care and skill used by members of Contracting Party’s profession practicing under similar circumstances at the same time and in the same locality. Except as provided in this Agreement, Contracting Party makes no warranties, express or implied, under this Agreement or otherwise, in connection with Contracting Party’s services.

1.7 Additional Services. In accordance with the terms and conditions of this Agreement, Contracting Party shall perform services in addition to those specified in the Scope of Services (“Additional Services”) only when directed to do so by the Contract Officer, or assigned designee, provided that Contracting Party shall not be required to perform any Additional Services without compensation. Contracting Party shall not perform any Additional Services until receiving prior written authorization (in the form of a written change order if Contracting Party is a contractor performing the Services) from the Contract Officer, or assigned designee, incorporating therein any adjustment in (i) the Contract Sum, and/or (ii) the time to perform this Agreement, which said adjustments are subject to the written approval of Contracting Party. It is expressly understood by Contracting Party that the provisions of this Section shall not apply to the Services specifically set forth in the Scope of Services or reasonably contemplated therein. It is specifically understood and agreed that oral requests and/or approvals of Additional Services shall be barred and are unenforceable. Failure of Contracting Party to secure the Contract Officer’s, or assigned designee’s written authorization for Additional Services shall constitute a waiver of any and all right to adjustment of the 36 CLICK HERE to Return to Agenda
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Contract Sum or time to perform this Agreement, whether by way of compensation, restitution, quantum meruit, or the like, for Additional Services provided without the appropriate authorization from the Contract Officer, or assigned designee.

Compensation for properly authorized Additional Services shall be made in accordance with Section 2.3 of this Agreement.

1.8 Special Requirements. Additional terms and conditions of this Agreement, if any, which are made a part hereof are set forth in “Exhibit D” (the “Special Requirements”), which is incorporated herein by this reference and expressly made a part hereof. In the event of a conflict between the provisions of the Special Requirements and any other provisions of this Agreement, the provisions of the Special Requirements shall govern.

2. COMPENSATION.

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.

2.2 Method of Billing & Payment. Any month in which Contracting Party wishes to receive payment, Contracting Party shall submit to City no later than the tenth (10th) working day of such month, in the form approved by City’s Finance Director, an invoice for Services rendered prior to the date of the invoice. Such invoice shall (1) describe in detail the Services provided, including time and materials, and (2) specify each staff member who has provided Services and the number of hours assigned to each such staff member. Such invoice shall contain a certification by a principal member of Contracting Party specifying that the payment requested is for Services performed in accordance with the terms of this Agreement. Upon approval in writing by the Contract Officer, or assigned designee, and subject to retention pursuant to Section 8.3, City will pay Contracting Party for all items stated thereon which are approved by City pursuant to this Agreement no later than thirty (30) days after invoices are received by the City’s Finance Department.
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2.3 Compensation for Additional Services. Additional Services approved in advance by the Contract Officer, or assigned designee, pursuant to Section 1.7 of this Agreement shall be paid for in an amount agreed to in writing by both City and Contracting Party in advance of the Additional Services being rendered by Contracting Party. Any compensation for Additional Services amounting to five percent (5%) or less of the Contract Sum may be approved by the Contract Officer, or assigned designee. Any greater amount of compensation for Additional Services must be approved by the La Quinta City Council, the City Manager, or Department Director, depending upon City laws, regulations, rules and procedures concerning public contracting. Under no circumstances shall Contracting Party receive compensation for any Additional Services unless prior written approval for the Additional Services is obtained from the Contract Officer, or assigned designee, pursuant to Section 1.7 of this Agreement.

3. PERFORMANCE SCHEDULE.

3.1 Time of Essence. Time is of the essence in the performance of this Agreement. If the Services not completed in accordance with the Schedule of Performance, as set forth in Section 3.2 and “Exhibit C”, it is understood that the City will suffer damage.

3.2 Schedule of Performance. All Services rendered pursuant to this Agreement shall be performed diligently and within the time period established in “Exhibit C” (the “Schedule of Performance”). Extensions to the time period specified in the Schedule of Performance may be approved in writing by the Contract Officer, or assigned designee.

3.3 Force Majeure. The time period specified in the Schedule of Performance for performance of the Services rendered pursuant to this Agreement shall be extended because of any delays due to unforeseeable causes beyond the control and without the fault or negligence of Contracting Party, including, but not restricted to, acts of God or of the public enemy, fires, earthquakes, floods, epidemic, quarantine restrictions, riots, strikes, freight embargoes, acts of any governmental agency other than City, and unusually severe weather, if Contracting Party shall within ten (10) days of the commencement of such delay notify the Contract Officer, or assigned designee, in writing of the causes of the delay. The Contract Officer, or assigned designee, shall ascertain the facts and the extent of delay, and extend the time for performing the Services for the period of the forced delay when and if in the Contract Officer’s judgment such delay is justified, and the Contract Officer’s determination, or assigned designee, shall be final and conclusive upon the parties to this Agreement. Extensions to time period in the Schedule of Performance which are determined by the Contract Officer, or assigned designee, to be justified pursuant to this Section shall not entitle the Contracting Party to additional compensation in excess of the Contract Sum.

3.4 Term. Unless earlier terminated in accordance with the provisions in Article 8.0 of this Agreement, the term of this agreement shall commence on August 12, 2024, and terminate on December 31, 2025 (“Initial Term”). This Agreement may be 38 CLICK HERE to Return to Agenda
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extended for 1 additional year upon mutual agreement by both parties (“Extended Term”), and executed in writing.

4. COORDINATION OF WORK.

4.1 Representative of Contracting Party. The following principals of Contracting Party (“Principals”) are hereby designated as being the principals and representatives of Contracting Party authorized to act in its behalf with respect to the Services specified herein and make all decisions in connection therewith:
(a) Name: Jianshan Liang
Telephone No.: 619-224-3605
Email: [email protected]
(b) Name: Richard Yen
Email: [email protected]
It is expressly understood that the experience, knowledge, capability, and reputation of the foregoing Principals were a substantial inducement for City to enter into this Agreement. Therefore, the foregoing Principals shall be responsible during the term of this Agreement for directing all activities of Contracting Party and devoting sufficient time to personally supervise the Services hereunder. For purposes of this Agreement, the foregoing Principals may not be changed by Contracting Party and no other personnel may be assigned to perform the Services required hereunder without the express written approval of City.

4.2 Contract Officer. The “Contract Officer”, otherwise known as Bryan McKinney, City Engineer and Public Works Director, or assigned designee may be designated in writing by the City Manager of the City. It shall be Contracting Party’s responsibility to assure that the Contract Officer, or assigned designee, is kept informed of the progress of the performance of the Services, and Contracting Party shall refer any decisions, that must be made by City to the Contract Officer, or assigned designee.

Unless otherwise specified herein, any approval of City required hereunder shall mean the approval of the Contract Officer, or assigned designee. The Contract Officer, or assigned designee, shall have authority to sign all documents on behalf of City required hereunder to carry out the terms of this Agreement.

4.3 Prohibition Against Subcontracting or Assignment. The experience, knowledge, capability, and reputation of Contracting Party, its principals, and its employees were a substantial inducement for City to enter into this Agreement. Except as set forth in this Agreement, Contracting Party shall not contract or subcontract with any other entity to perform in whole or in part the Services required hereunder without the express written approval of City. In addition, neither this Agreement nor any interest herein may be transferred, assigned, conveyed, hypothecated, or encumbered, voluntarily or by operation of law, without the prior written approval of City. Transfers restricted hereunder shall include the transfer to any person or group of persons acting in concert of more than twenty five percent (25%) of the present ownership and/or control of Contracting Party, taking all transfers into account on a cumulative basis. Any 39 CLICK HERE to Return to Agenda
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attempted or purported assignment or contracting or subcontracting by Contracting Party without City’s express written approval shall be null, void, and of no effect. No approved transfer shall release Contracting Party of any liability hereunder without the express consent of City.

4.4 Independent Contractor. Neither City nor any of its employees shall have any control over the manner, mode, or means by which Contracting Party, its agents, or its employees, perform the Services required herein, except as otherwise set forth herein.

City shall have no voice in the selection, discharge, supervision, or control of Contracting Party’s employees, servants, representatives, or agents, or in fixing their number or hours of service. Contracting Party shall perform all Services required herein as an independent contractor of City and shall remain at all times as to City a wholly independent contractor with only such obligations as are consistent with that role. Contracting Party shall not at any time or in any manner represent that it or any of its agents or employees are agents or employees of City. City shall not in any way or for any purpose become or be deemed to be a partner of Contracting Party in its business or otherwise or a joint venture or a member of any joint enterprise with Contracting Party. Contracting Party shall have no power to incur any debt, obligation, or liability on behalf of City. Contracting Party shall not at any time or in any manner represent that it or any of its agents or employees are agents or employees of City. Except for the Contract Sum paid to Contracting Party as provided in this Agreement, City shall not pay salaries, wages, or other compensation to Contracting Party for performing the Services hereunder for City. City shall not be liable for compensation or indemnification to Contracting Party for injury or sickness arising out of performing the Services hereunder. Notwithstanding any other City, state, or federal policy, rule, regulation, law, or ordinance to the contrary, Contracting Party and any of its employees, agents, and subcontractors providing services under this Agreement shall not qualify for or become entitled to any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in the California Public Employees Retirement System (“PERS”) as an employee of City and entitlement to any contribution to be paid by City for employer contributions and/or employee contributions for PERS benefits. Contracting Party agrees to pay all required taxes on amounts paid to Contracting Party under this Agreement, and to indemnify and hold City harmless from any and all taxes, assessments, penalties, and interest asserted against City by reason of the independent contractor relationship created by this Agreement. Contracting Party shall fully comply with the workers’ compensation laws regarding Contracting Party and Contracting Party’s employees. Contracting Party further agrees to indemnify and hold City harmless from any failure of Contracting Party to comply with applicable workers’ compensation laws. City shall have the right to offset against the amount of any payment due to Contracting Party under this Agreement any amount due to City from Contracting Party as a result of Contracting Party’s failure to promptly pay to City any reimbursement or indemnification arising under this Section.

4.5 Identity of Persons Performing Work. Contracting Party represents that it employs or will employ at its own expense all personnel required for the satisfactory performance of any and all of the Services set forth herein. Contracting Party represents that the Services required herein will be performed by Contracting Party or under its direct supervision, and that all personnel engaged in such work shall be fully qualified and shall 40 CLICK HERE to Return to Agenda
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be authorized and permitted under applicable State and local law to perform such tasks and services.

4.6 City Cooperation. City shall provide Contracting Party with any plans, publications, reports, statistics, records, or other data or information pertinent to the Services to be performed hereunder which are reasonably available to Contracting Party only from or through action by City.

5. INSURANCE.

5.1 Insurance. Prior to the beginning of any Services under this Agreement and throughout the duration of the term of this Agreement, Contracting Party shall procure and maintain, at its sole cost and expense, and submit concurrently with its execution of this Agreement, policies of insurance as set forth in “Exhibit E” (the “Insurance Requirements”) which is incorporated herein by this reference and expressly made a part hereof.

5.2 Proof of Insurance. Contracting Party shall provide Certificate of Insurance to Agency along with all required endorsements. Certificate of Insurance and endorsements must be approved by Agency’s Risk Manager prior to commencement of performance.

6. INDEMNIFICATION.

6.1 Indemnification. Indemnification is incorporated as set forth in “Exhibit F” (“Indemnification”) and expressly made a part hereof.

7. RECORDS AND REPORTS.

7.1 Reports. Contracting Party shall periodically prepare and submit to the Contract Officer, or assigned designee, such reports concerning Contracting Party’s performance of the Services required by this Agreement as the Contract Officer, or assigned designee, shall require. Contracting Party hereby acknowledges that City is greatly concerned about the cost of the Services to be performed pursuant to this Agreement. For this reason, Contracting Party agrees that if Contracting Party becomes aware of any facts, circumstances, techniques, or events that may or will materially increase or decrease the cost of the Services contemplated herein or, if Contracting Party is providing design services, the cost of the project being designed, Contracting Party shall promptly notify the Contract Officer, or assigned designee, of said fact, circumstance, technique, or event and the estimated increased or decreased cost related thereto and, if Contracting Party is providing design services, the estimated increased or decreased cost estimate for the project being designed.

7.2 Records. Contracting Party shall keep, and require any subcontractors to keep, such ledgers, books of accounts, invoices, vouchers, canceled checks, reports (including but not limited to payroll reports), studies, or other documents relating to the disbursements charged to City and the Services performed hereunder (the “Books and Records”), as shall be necessary to perform the Services required by this Agreement and 41 CLICK HERE to Return to Agenda
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enable the Contract Officer, or assigned designee, to evaluate the performance of such Services. Any and all such Books and Records shall be maintained in accordance with generally accepted accounting principles and shall be complete and detailed. The Contract Officer, or assigned designee, shall have full and free access to such Books and Records at all times during normal business hours of City, including the right to inspect, copy, audit, and make records and transcripts from such Books and Records.

Such Books and Records shall be maintained for a period of three (3) years following completion of the Services hereunder, and City shall have access to such Books and Records in the event any audit is required. In the event of dissolution of Contracting Party’s business, custody of the Books and Records may be given to City, and access shall be provided by Contracting Party’s successor in interest. Under California Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds Ten Thousand Dollars ($10,000.00), this Agreement shall be subject to the examination and audit of the State Auditor, at the request of City or as part of any audit of City, for a period of three (3) years after final payment under this Agreement.

7.3 Ownership of Documents. All drawings, specifications, maps, designs, photographs, studies, surveys, data, notes, computer files, reports, records, documents, and other materials plans, drawings, estimates, test data, survey results, models, renderings, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings, digital renderings, or data stored digitally, magnetically, or in any other medium prepared or caused to be prepared by Contracting Party, its employees, subcontractors, and agents in the performance of this Agreement (the “Documents and Materials”) shall be the property of City and shall be delivered to City upon request of the Contract Officer, or assigned designee, or upon the expiration or termination of this Agreement, and Contracting Party shall have no claim for further employment or additional compensation as a result of the exercise by City of its full rights of ownership use, reuse, or assignment of the Documents and Materials hereunder. Any use, reuse or assignment of such completed Documents and Materials for other projects and/or use of uncompleted documents without specific written authorization by Contracting Party will be at City’s sole risk and without liability to Contracting Party, and Contracting Party’s guarantee and warranties shall not extend to such use, revise, or assignment. Contracting Party may retain copies of such Documents and Materials for its own use. Contracting Party shall have an unrestricted right to use the concepts embodied therein. All subcontractors shall provide for assignment to City of any Documents and Materials prepared by them, and in the event Contracting Party fails to secure such assignment, Contracting Party shall indemnify City for all damages resulting therefrom.

7.4 In the event City or any person, firm, or corporation authorized by City reuses said Documents and Materials without written verification or adaptation by Contracting Party for the specific purpose intended and causes to be made or makes any changes or alterations in said Documents and Materials, City hereby releases, discharges, and exonerates Contracting Party from liability resulting from said change.

The provisions of this clause shall survive the termination or expiration of this Agreement and shall thereafter remain in full force and effect.
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7.5 Licensing of Intellectual Property. This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, rights of reproduction, and other intellectual property embodied in the Documents and Materials. Contracting Party shall require all subcontractors, if any, to agree in writing that City is granted a non-exclusive and perpetual license for the Documents and Materials the subcontractor prepares under this Agreement. Contracting Party represents and warrants that Contracting Party has the legal right to license any and all of the Documents and Materials. Contracting Party makes no such representation and warranty in regard to the Documents and Materials which were prepared by design professionals other than Contracting Party or provided to Contracting Party by City. City shall not be limited in any way in its use of the Documents and Materials at any time, provided that any such use not within the purposes intended by this Agreement shall be at City’s sole risk.

7.6 Release of Documents. The Documents and Materials shall not be released publicly without the prior written approval of the Contract Officer, or assigned designee, or as required by law. Contracting Party shall not disclose to any other entity or person any information regarding the activities of City, except as required by law or as authorized by City.

7.7 Confidential or Personal Identifying Information. Contracting Party covenants that all City data, data lists, trade secrets, documents with personal identifying information, documents that are not public records, draft documents, discussion notes, or other information, if any, developed or received by Contracting Party or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Contracting Party to any person or entity without prior written authorization by City or unless required by law. City shall grant authorization for disclosure if required by any lawful administrative or legal proceeding, court order, or similar directive with the force of law. All City data, data lists, trade secrets, documents with personal identifying information, documents that are not public records, draft documents, discussions, or other information shall be returned to City upon the termination or expiration of this Agreement.

Contracting Party’s covenant under this section shall survive the termination or expiration of this Agreement.

8. ENFORCEMENT OF AGREEMENT.

8.1 California Law. This Agreement shall be interpreted, construed, and governed both as to validity and to performance of the parties in accordance with the laws of the State of California. Legal actions concerning any dispute, claim, or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Riverside, State of California, or any other appropriate court in such county, and Contracting Party covenants and agrees to submit to the personal jurisdiction of such court in the event of such action.

8.2 Disputes. In the event of any dispute arising under this Agreement, the injured party shall notify the injuring party in writing of its contentions by submitting a claim therefore. The injured party shall continue performing its obligations hereunder so long 43 CLICK HERE to Return to Agenda
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as the injuring party commences to cure such default within ten (10) days of service of such notice and completes the cure of such default within forty-five (45) days after service of the notice, or such longer period as may be permitted by the Contract Officer, or assigned designee; provided that if the default is an immediate danger to the health, safety, or general welfare, City may take such immediate action as City deems warranted.

Compliance with the provisions of this Section shall be a condition precedent to termination of this Agreement for cause and to any legal action, and such compliance shall not be a waiver of any party’s right to take legal action in the event that the dispute is not cured, provided that nothing herein shall limit City’s right to terminate this Agreement without cause pursuant to this Article 8.0. During the period of time that Contracting Party is in default, City shall hold all invoices and shall, when the default is cured, proceed with payment on the invoices. In the alternative, City may, in its sole discretion, elect to pay some or all of the outstanding invoices during any period of default.

8.3 Retention of Funds. City may withhold from any monies payable to Contracting Party sufficient funds to compensate City for any losses, costs, liabilities, or damages it reasonably believes were suffered by City due to the default of Contracting Party in the performance of the Services required by this Agreement.

8.4 Waiver. No delay or omission in the exercise of any right or remedy of a non-defaulting party on any default shall impair such right or remedy or be construed as a waiver. City’s consent or approval of any act by Contracting Party requiring City’s consent or approval shall not be deemed to waive or render unnecessary City’s consent to or approval of any subsequent act of Contracting Party. Any waiver by either party of any default must be in writing and shall not be a waiver of any other default concerning the same or any other provision of this Agreement.

8.5 Rights and Remedies are Cumulative. Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the parties are cumulative and the exercise by either party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other party.

8.6 Legal Action. In addition to any other rights or remedies, either party may take legal action, at law or at equity, to cure, correct, or remedy any default, to recover damages for any default, to compel specific performance of this Agreement, to obtain declaratory or injunctive relief, or to obtain any other remedy consistent with the purposes of this Agreement.

8.7 Termination Prior To Expiration of Term. This Section shall govern any termination of this Agreement, except as specifically provided in the following Section for termination for cause. City reserves the right to terminate this Agreement at any time, with or without cause, upon thirty (30) days’ written notice to Contracting Party. Upon receipt of any notice of termination, Contracting Party shall immediately cease all Services hereunder except such as may be specifically approved by the Contract Officer, or assigned designee. Contracting Party shall be entitled to compensation for all Services rendered prior to receipt of the notice of termination and for any Services 44 CLICK HERE to Return to Agenda
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authorized by the Contract Officer, or assigned designee, thereafter in accordance with the Schedule of Compensation or such as may be approved by the Contract Officer, or assigned designee, except amounts held as a retention pursuant to this Agreement.

8.8 Termination for Default of Contracting Party. If termination is due to the failure of Contracting Party to fulfill its obligations under this Agreement, Contracting Party shall vacate any City-owned property which Contracting Party is permitted to occupy hereunder and City may, after compliance with the provisions of Section 8.2, take over the Services and prosecute the same to completion by contract or otherwise, and Contracting Party shall be liable to the extent that the total cost for completion of the Services required hereunder exceeds the compensation herein stipulated (provided that City shall use reasonable efforts to mitigate such damages), and City may withhold any payments to Contracting Party for the purpose of setoff or partial payment of the amounts owed City.

8.9 Attorneys’ Fees. If either party to this Agreement is required to initiate or defend or made a party to any action or proceeding in any way connected with this Agreement, the prevailing party in such action or proceeding, in addition to any other relief which may be granted, whether legal or equitable, shall be entitled to reasonable attorneys’ fees; provided, however, that the attorneys’ fees awarded pursuant to this Section shall not exceed the hourly rate paid by City for legal services multiplied by the reasonable number of hours spent by the prevailing party in the conduct of the litigation.

Attorneys’ fees shall include attorneys’ fees on any appeal, and in addition a party entitled to attorneys’ fees shall be entitled to all other reasonable costs for investigating such action, taking depositions and discovery, and all other necessary costs the court allows which are incurred in such litigation. All such fees shall be deemed to have accrued on commencement of such action and shall be enforceable whether or not such action is prosecuted to judgment. The court may set such fees in the same action or in a separate action brought for that purpose.

9. CITY OFFICERS AND EMPLOYEES; NONDISCRIMINATION.

9.1 Non-liability of City Officers and Employees. No officer, official, employee, agent, representative, or volunteer of City shall be personally liable to Contracting Party, or any successor in interest, in the event or any default or breach by City or for any amount which may become due to Contracting Party or to its successor, or for breach of any obligation of the terms of this Agreement.

9.2 Conflict of Interest. Contracting Party covenants that neither it, nor any officer or principal of it, has or shall acquire any interest, directly or indirectly, which would conflict in any manner with the interests of City or which would in any way hinder Contracting Party’s performance of the Services under this Agreement. Contracting Party further covenants that in the performance of this Agreement, no person having any such interest shall be employed by it as an officer, employee, agent, or subcontractor without the express written consent of the Contract Officer, or assigned designee. Contracting Party agrees to at all times avoid conflicts of interest or the appearance of any conflicts of interest with the interests of City in the performance of this Agreement. 45 CLICK HERE to Return to Agenda
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No officer or employee of City shall have any financial interest, direct or indirect, in this Agreement nor shall any such officer or employee participate in any decision relating to this Agreement which effects his financial interest or the financial interest of any corporation, partnership or association in which he is, directly or indirectly, interested, in violation of any State statute or regulation. Contracting Party warrants that it has not paid or given and will not pay or give any third party any money or other consideration for obtaining this Agreement.

9.3 Covenant against Discrimination. Contracting Party covenants that, by and for itself, its heirs, executors, assigns, and all persons claiming under or through them, that there shall be no discrimination against or segregation of, any person or group of persons on account of any impermissible classification including, but not limited to, race, color, creed, religion, sex, marital status, sexual orientation, national origin, or ancestry in the performance of this Agreement. Contracting Party shall take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their race, color, creed, religion, sex, marital status, sexual orientation, national origin, or ancestry.

10. MISCELLANEOUS PROVISIONS.

10.1 Notice. Any notice, demand, request, consent, approval, or communication either party desires or is required to give the other party or any other person shall be in writing and either served personally or sent by prepaid, first-class mail to the address set forth below. Either party may change its address by notifying the other party of the change of address in writing. Notice shall be deemed communicated forty-eight (48) hours from the time of mailing if mailed as provided in this Section.

To City:

CITY OF LA QUINTA
Attention: Bryan McKinney
78495 Calle Tampico
La Quinta, California 92253
To Contracting Party:

RY+AO
Attention: Jianshan Liang
731 South Highway 101, Suite 1M
Solana Beach, CA 92075

10.2 Interpretation. The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of this Agreement or any other rule of construction which might otherwise apply.

10.3 Section Headings and Subheadings. The section headings and subheadings contained in this Agreement are included for convenience only and shall not limit or otherwise affect the terms of this Agreement.

10.4 Counterparts. This Agreement may be executed in counterparts, each of which shall be deemed to be an original, and such counterparts shall constitute one and the same instrument.
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10.5 Integrated Agreement. This Agreement including the exhibits hereto is the entire, complete, and exclusive expression of the understanding of the parties. It is understood that there are no oral agreements between the parties hereto affecting this Agreement and this Agreement supersedes and cancels any and all previous negotiations, arrangements, agreements, and understandings, if any, between the parties, and none shall be used to interpret this Agreement.

10.6 Amendment. No amendment to or modification of this Agreement shall be valid unless made in writing and approved by Contracting Party and by the City Council of City. The parties agree that this requirement for written modifications cannot be waived and that any attempted waiver shall be void.

10.7 Severability. In the event that any one or more of the articles, phrases, sentences, clauses, paragraphs, or sections contained in this Agreement shall be declared invalid or unenforceable, such invalidity or unenforceability shall not affect any of the remaining articles, phrases, sentences, clauses, paragraphs, or sections of this Agreement which are hereby declared as severable and shall be interpreted to carry out the intent of the parties hereunder unless the invalid provision is so material that its invalidity deprives either party of the basic benefit of their bargain or renders this Agreement meaningless.

10.8 Unfair Business Practices Claims. In entering into this Agreement, Contracting Party offers and agrees to assign to City all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. § 15) or under the Cartwright Act (Chapter 2, (commencing with Section 16700) of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, services, or materials related to this Agreement. This assignment shall be made and become effective at the time City renders final payment to Contracting Party without further acknowledgment of the parties.

10.9 No Third-Party Beneficiaries. With the exception of the specific provisions set forth in this Agreement, there are no intended third-party beneficiaries under this Agreement and no such other third parties shall have any rights or obligations hereunder.

10.10 Authority. The persons executing this Agreement on behalf of each of the parties hereto represent and warrant that (i) such party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Agreement on behalf of said party, (iii) by so executing this Agreement, such party is formally bound to the provisions of this Agreement, and (iv) that entering into this Agreement does not violate any provision of any other Agreement to which said party is bound. This Agreement shall be binding upon the heirs, executors, administrators, successors, and assigns of the parties. [SIGNATURES ON FOLLOWING PAGE]
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IN WITNESS WHEREOF, the parties have executed this Agreement as of the dates stated below.

CITY OF LA QUINTA,
a California Municipal Corporation

JON McMILLEN, City Manager
City of La Quinta, California
Dated:

RY+AO:

Name:

Title:

Dated:

ATTEST:

MONIKA RADEVA, City Clerk
City of La Quinta, California

Name:

Title:

Dated:

APPROVED AS TO FORM:

WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
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Exhibit A

Page 1 of 4 ends

Exhibit A
Scope of Services

1. Services to be Provided:

This Contract is limited to the attached Scope of Work referenced as Phase I.
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LA QUINTA MAINTENANCE & OPERATIONS YARD

SCOPE OF WORK
1 We propose to provide A&E services for the scope of services outlined in the Request for Proposals for City of La Quinta Professional Planning and Design Services – Maintenance and Operations Yard Project No. 2018-05. A detailed scope of work by phase is provided below.

I. PHASE I
A. Kick-off Meeting

1. Coordinate with City to initiate and locate Geotechnical Borings. (Geotechnical to be contracted directly by the City).

2. Coordinate with the City to mobilize A&E team to visit the site & observe present operations.

B. Programming & Facilities Surveys (Data Gathering & Benchmarking)

1. Review prior architect’s programming document to understand 2020 programming assumptions.

2. Schedule tour of existing Maintenance & Operations yard

3. Initial meeting with City of La Quinta Mgr./Operations Mgmt. Team to compare 2020 goals with 2024 goals. Establish overall modifications to the 2020 Needs Assessment.

4. Based on Initial meeting, schedule Dept. Interviews to validate current and future requirements.
a. Existing City Hall
b. Public Works
c. Electric Utilities (Yard, Warehouse, Admin.)
d. Water District (Yard & Admin.)
e. Transportation (Vehicle Yard & Admin.)

5. Discuss optional Business Resiliency, future operational forecasts, technological, shared workplace considerations.

6. Structural Standards. Business Resiliency Assessment: Determine what standards of assessment, if any, the City may consider to assure operational sustainability during a significant Seismic or catastrophic event: FEMA, ASCE, Non-Structural. Identify any Structural Business Resiliency Requirements

7. MEP: Assess Overall condition of existing facilities. Goal to provide MEP systems comparison between existing systems and current technologies, efficiencies, MEP Business Resiliency: Establish MEP Business Resiliency requirements. Review internal Facilities Asset & Maintenance Reports. Assess if existing MEP Non-Structural Assets Assessment is required.

8. Landscape: Provide landscape minimum requirements, provide recommendations connecting park to New Operations Yard.

9. Civil: Mobilize survey, topo, site legal description.

10. Dry Utility: Obtain will serve letters from each utility pertaining to the area; request pertaining dry utility records to the project, as necessary.

C. Facilities Assessment

1. Our teams will evaluate the existing condition.
a. Electrical: existing power distribution.
b. Plumbing systems: Sanitary sewer system and Domestic water distribution system points of connection on site.
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LA QUINTA MAINTENANCE & OPERATIONS YARD

SCOPE OF WORK
2 c. Fire protection systems: Emergency lighting system, fire sprinkler and suppression system, fire alarm detection system and standpipe system. d. Site Systems: Vehicular and Pedestrian Pavements. Open Space, Landscape space, Parking, Operational Yard, Fleet Ops. by Dept., ADA Existing Commentary. e. Optional Solar/Microgrid, Emergency Power Alternatives.

2. Digital Photographs: Digital photos will be captured and used for internal quality control purposes. Photos will be captured for building identification and documentation of asset and system conditions. Select photos will be used within the narrative reports; however, all photos will be made available through a Share Point site for the client's convenience.

3. Structural: Physical survey of City of La Quinta Operations Yard Facilities.

4. MEP: Physical survey of City of La Quinta Operations Yard Facilities that utilize MEP.

Assess equipment loads, EV loads, Bldg. Elec./HVAC, Site Elec./ Lighting loads. Identify Non-Structural and Business Resiliency Gap Analysis.

5. Landscape: Map required landscape area per code. Develop conceptual landscape areas, Admin. Bldg., Visitor Parking, Entry features.

6. Civil: Initiate Site As-built underground survey, conceptual topo, and drainage plans.

7. Dry Utility: Visit site and document existing conditions.

D. Concept Study

1. Distribute BU/Dept. Programmatic Dept. collaboration, objective: Discuss and compare 2020 program with 2024 current use, future use(s). Determine future space over a three - year, five-year period expansion or contraction plan. It will also be determined how a BU/Dept will optimize their business functions (Benchmark existing business operations).

Assess physical proximity to those in their BU or benefit by being co-located adjacent to other common BU’s who would enhance their operations. Develop Benchmark City Spatial Assessments by Business Unit, Space adequacy, spatial growth models by dept., optimized adjacencies. Develop Concept Studies, Blocking Plans, Site Plans a. Meetings with Business Units to identify individual end user issues, priorities, business objectives, operational requirements, and goals (Facilities Dept. Directors, Sr. Managers).
b. Back Fill Planning Services: Develop strategic consolidation scenarios to re-align work adjacencies and in-fill the vacancies at the re-located business unit locations. c. The programming logic will be developed in concert with City of La Quinta City Mgr. & BU.
d. Meet with internal City support groups (IT, Environmental, Security, Safety) to identify their requirements and business objectives associated with City Needs Assessment. e. Host two cross-functional interview sessions with all groups to identify common business goals, unidentified requirements and operational goals which may exist between business units and city support groups.
f. Assess Space requirements for each existing BU, will be developed leveraging Program Data comparing each BU’s existing space & assets requirements with projected 3/ 5-year requirements. Discuss and project 10 yr. growth model.

2. Compile Existing Photo survey. Assess Dept. FF&E, any existing assets that will be reused.

3. Develop Structural recommendations. Present all City of La Quinta Structural assessments.

4. Develop MEP Assessment recommendations. Present all City of La Quinta MEP assessments.

5. Develop conceptual planting and hardscape locations, recommended fencing, walls, etc. 51 CLICK HERE to Return to Agenda

LA QUINTA MAINTENANCE & OPERATIONS YARD

SCOPE OF WORK
3 6. In collaboration with City and A&E team advise team of any topographic, site civil issues that would affect development of the Admin. Bldg., Canopies, parking, gates, CNG location, etc.

7. Identify existing dry utility conflicts and provide design feedback.

E. Deliverables: two (2) hard copies and one (1) electronic copy (Microsoft Word/Excel format)

1. Completed Overview of findings, Adjusted program recommendation for each City Operating Unit.

2. Photographic Survey.

3. Concept Plan and renderings.

II. PHASE II
A. Schematic Design

1. Develop Schematic Studies:
a. Admin. Bldg.
b. Yard, Warehouse.
c. Transportation (Vehicles-Visitor, FTE, Fleet, EV)
d. Temporary Operational planning to maintain current City Operations during construction of new Admin. Bldg. and Yard Reorganization.

2. Develop Schematic Design: Translate Program to Space Plans. Develop Schematic Shell/ Core and Preliminary Space Plans. Collaborate with A&E Team to assess consultant finding. Review findings with City Program Mgr. and ea. City Dept. head.

3. Develop building Structural alternatives. Collaborate with Cost Estimator to identify current unit pricing and cost differentials and constructability times between systems.

4. Develop MEP systems alternatives: Provide narrative describing systems advantages, cost effectiveness, life cycle analysis, etc. POC's, power requirements, Admin. Bldg. EV & Site Elec. & Lighting concepts

5. Finalize conceptual planting and hardscape locations, recommended fencing, walls, etc.

6. Once Geotechnical report is issued, develop conceptual BMP, SWPP site water retention strategies.

7. Develop a Facilities comparison between 2020/2024 & future space and Bldg.

Equipment projections.

B. Analyze Programmatic Data / Convert to Floor Plans / Bldg. Plans / Master Plan

1. Develop individual Business Unit/ Dept. spatial needs requirements. Develop Dept. block plans, adjacencies, grow representations. Translate Programming Finding into Concept bldg. plans. Develop 2-3 Conceptual City Master Plans leveraging pre-existing and any new or proposed space.

2. Integrate structural findings.

3. Integrate MEP findings.

4. Integrate Arch. Survey finding with RY+AO Programmatic- Spatial translation.

C. Deliverables: two (2) hard copies and one (1) electronic copy (Microsoft Word/Excel format)

1. Schematic Study shall consist of the following:
a. One site plan illustrating location of facility, parking, site circulation, floor plan.

Studies shall illustrate present capacity, recommended expansion space to accommodate present and future programmatic requirements, business adjacencies between Operating Units & Dept.
1) Existing Admin. Bldg.- Current and future capacity at existing site. 52 CLICK HERE to Return to Agenda

LA QUINTA MAINTENANCE & OPERATIONS YARD

SCOPE OF WORK
4 2) Parking, FTE, Visitor, Fleet, EV
3) Yard, Warehouse.
4) Adjacency & Site design considerations with respect to the Park & Fire Station 5) Vehicular access- public streets, on-site circulation. 6) Security, fencing, ingress & exiting control, bldg. security, cameras, alarms, etc. 7) A presentation of the findings and recommendations to the La Quinta City Mgr./Ops Mgr. / City Council meeting.

2. Concept Landscape areas and fencing areas

3. Topo, lot boundaries, concept recommendations if there any site water retention issues, topography issues, curb cut / site access issues, etc.

4. Dry Utility: Identify potential primary circuit voltage based on load demand and circuit availability (12 / 16kV); Determine utility company transformation needs per Design Guidelines and parameters; Identify potential KVA demand based on utility company historical data; Provide viable conceptual transformer locations and dry utility designs for proposed building; Identify all necessary structures and estimate cost, timing, and sequence; Coordinate all necessary underground conversions in the alley; Assist in identifying potential SoCal Gas design options and metering options; Assist in locating potential tie in points and viable gas meter locations; Coordinate all utility removals and quitclaim of easements; Compile overall dry utility composite exhibits D. Design Development

1. Preparation of Design Development documents based upon approved Schematic Design documents for Owner review and approval. The purpose of Design Development documents is to establish the final scope, relationships, forms, size, and appearance of the Project through:
a. Plans, sections, and elevations
b. Preliminary selection of building systems and materials c. Typical construction details
d. Final material selection
e. Equipment layouts.

2. Structural recommendations integrated with Cost Estimate

3. MEP concept systems recommendations integrated with Cost Estimate

4. Develop City of La Quinta Design Development Cost Estimate a) Cost estimate inclusive of projected escalation costs.

5. Deliverables: two (2) hard copies and one (1) electronic copy (Microsoft Word/Excel format)
a. Design Development Plans
b. Provide an estimated cost in current dollars for estimated design, construction, inspection, furnishing and equipment, and contingency fees to meet the needs identified in the planning work. Cost Estimate shall provide a general breakdown of each facility, or cost/SF for Admin. Bldg., storage facilities, CNG move, etc.

III. PHASE III
A. Construction Documents Services

1. Preparation of Construction Documents based upon approved Design Development documents. Construction Documents may include the following:
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LA QUINTA MAINTENANCE & OPERATIONS YARD

SCOPE OF WORK
5 • Site Plan
• Vicinity Map
• Building Summary
• Sheet Index
• Building Department Notes
• Accessibility Requirements per CAC Title 24
• Demolition Plan
• Floor Plan(s)
• Roof Plan
• Building Sections
• Exterior Elevations
• Interior Elevations
• Door and Window Schedules
• Architectural Details
• Mechanical Plans and Diagrams
• Plumbing Plans and Diagrams
• Electrical Plans and Diagrams
• Landscape Architecture Plans and Details
• Civil Plans

2. Building Commissioning – Design Phase
a. Commissioning scope of work includes quality assurance functional performance systems review per owner’s requirements for:
1) Operations yard exceeding 10,000 sq. ft.
a) Mechanical, lighting control, and domestic hot water systems b) Irrigation controller and Photovoltaic Systems
b. Complete Title 24 Certificate of Compliance, Design Review Kick-off checklist, which will be submitted to the City Building Department. A design reviewer is required for non-residential conditioned spaces of 10,000 sq. ft. or more. c. Meet with owner and architect to assist in developing the Owner’s Project Requirements (OPR).
d. Provide Title 24 third party review of design drawings, submit issues and observations report to project team and complete and sign Certificate of Compliance, Design Review Compliance sheet, which will be submitted to the City Building Department. e. Complete Title 24 Certificate of Compliance, Commissioning Construction Documents checklist and submit to the City Building Department. Measures covered include building envelope, lighting, domestic hot water, and HVAC design. f. Coordinate with A&E to develop Basis of Design (BOD) documentation. g. Develop and present a Commissioning Plan (Cx Plan) to the owner (and the Building Official where required). The Cx Plan is intended to guide each responsible team member through the Commissioning process and document accountability of each discipline.
h. Develop clear Commissioning Specifications and the functional testing requirements to be included in the construction bid documents.

3. Preparation of Project Specifications

4. Reasonable coordination with all consultants.

5. Reasonable coordination with all design-build consultants, if any. 54 CLICK HERE to Return to Agenda

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SCOPE OF WORK
6 6. Normal processing of documents through the City of La Quinta as required to obtain permits for construction.

7. Bi-monthly progress meetings with Architect included.

8. Deliverables: two (2) hard copies and one (1) electronic copy (Microsoft Word/Excel format)
a. Construction Documents
b. Commissioning Plan
c. Project Specifications
d. Cost Estimate
B. Bidding Services

1. Preparation of Bid Package including drawings and Project Manual.

2. Issuance of Bid Package to Owner for distribution to bidders. (Note: Printing of bid sets for distribution to bidders is not included in our scope of work).

3. Respond to reasonable questions from bidders during bid process.

4. Preparation of addenda for issuance to bidders

5. Assist Owner in the review of bids.

C. Construction Administration Services

1. The Architect shall visit the site at intervals appropriate to the stage of construction to become generally familiar with the progress and quality of the work completed, and to determine, in general, if the work observed is being performed in a manner indicating that the work, when fully completed, will be in accordance with the drawings and specifications.

However, the Architect shall not be required to make exhaustive or continuous on-site inspections to check the quality or quantity of the work. On the basis of the site visits, the Architect shall keep the Owner reasonably informed about the progress and quality of the portion of the work completed, and report to the Owner (1) know deviations from the Contract Documents and from the most recent construction schedule submitted by the Contractor, and (2) defects and deficiencies observed in the work. The Architect is not responsible for the performance of the General Contractor or its subcontractors, for their errors and/or omissions, the construction forthe space, or the construction schedule, if any.

Construction Administration services are limited as follows:
a. Review of shop drawings/submittals.
b. Response to Contractor Requests for Information
c. Preparation of bulletins (if required).
d. Preparation of project punchlist.

2. A maximum of one (1) construction progress visits by Architect per month for a total construction duration of twelve (12) months.
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SCOPE OF WORK
7 IV. ASSUMPTIONS & EXCLUSIONS

A. Signage Design

1. All exterior and interior signage is provided in this proposal. All street signage, building signage and interior room signage designations shall be provided by others, not a part of A&E professional services.

B. Environmental Land Planning

1. Professional services to entitle discretionary entitlements, mitigate negative declarations, CEQA are not included in our professional services. RY+AO has solicited a proposal from Michael Baker and Associates to provide preliminary entitlement finding if required.

These services shall be provided upon request.

C. Traffic Engineering Services

1. Services of a traffic engineer were not designated as a requirement for this project and are excluded. Clarification, all vehicular traffic flow, truck turning radius studies, FTE/Visitor Parking and Fleet parking and circulation studies are included in RY+AO professional services.

D. Communications Tower

1. A&E team shall coordinate the connection of all communication to the City’s communication pole or tower, if leased or purchased. The installation of the communication pole or tower shall be provided by others, between the City and the communication tower vendor.

2. We have assumed meeting with the City’s BU’s, to define functional requirements for the SCADA, Microwave, Radio, DAS, IT/Telecom for the proposed La Quinta operations yards for the purpose of designing the supporting MEP & Low Voltage infrastructure. All design and construction documentation/Bidding can be provided by Design Build contractor procured by the city or retained GC.

E. Off-Site Improvements

1. All off-site improvements and utilities are unknown at the submittal of this proposal, therefore assumed not to be a part of this scope of work.

2. Upstream power study and power design to provide the site with more power than is supplied and exists at the site today to support proposed improvements.

F. Geotechnical Conditions

1. Geotechnical report shall be provided by the City. Modifications to project resulting from any unknown subsurface geological condition not disclosed in the RFP shall be provided as an additional service. By example, structural foundation design resulting from liquefaction, ground water conditions, remediation of building foundations resulting from insufficient soil bearing values, deep foundations, soil remediation.

G. Plumbing

1. Design the plumbing systems including domestic water, waste, vent where required. We will design plumbing systems only to 5 feet from the exterior. All site utilities are by the Civil Engineer. These include, but are not limited to, storm drain, sanitary sewer, domestic water, fire water, natural gas, and foundation drainage. 56 CLICK HERE to Return to Agenda

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SCOPE OF WORK
8 2. Sewage ejectors and sump pumps are excluded. We assume these will be gravity systems.

3. We assume a domestic water booster pump is not required.

4. We have excluded the design of grease waste interceptors.

H. Fleet Repair Building and Fleet Services

1. Assumption: There are no Fleet Repair services required for this project per RFP.

I. CNG Existing Fueling Tank Move

1. No Process Engineering is included to upgrade the existing CNG facility. RFP specifies the existing CNG Fuel tank shall be moved. Services to move the tank are limited to the following:
a. Code Analysis: establish setbacks from property lines and building per the 2022 fire code.
b. Evaluate the site plan and establish locations that will meet code requirements for the existing CNG tank relative to appropriate vehicular fueling and Tank service access.

Proximity to building setbacks as well as property lines and appropriate location of the tank are included in RY+AO services.

J. Fire Protection

1. Design the fire sprinkler system. The design of the fire sprinkler system will consist of performance specifications. The contractor will complete shop drawings and hydraulic calculations and will be the engineer of record for the fire sprinkler system. We assume the base building risers are adequately sized for our use. We have excluded fire protection requirements for high pile storage, CNG fuel station, waste management/disposal station and any specialty fire protection in areas of battery energy systems.

2. We assume a fire pump and a fire water storage tank will not be required.

3. Design the fire alarm system. The design of the fire alarm system will consist of performance specifications and general location of fire alarm devices; the contractor will complete shop drawings and all calculations and will be the engineer of record for the fire alarm system.

4. Architect will retain a dry utility consultant to provide design and coordination with the local utility company for a new electrical service(s) to the project site.

5. We will provide lighting design for both the site and building. We assume all lighting to be utilitarian type. VCL shall specify any specialty lighting is required for this project.

6. Provide conduit infrastructure and point to point connections for voice, data, broadband, or television system and devices based on input from Client or from Client’s consultants.

7. Provisions for conduit infrastructure for security devices, backboxes, and conduit for security systems based on the input from Client or from Client’s consultants.

8. Design the power connections for building equipment, such as Client-provided equipment. Our documents do not include information that is contained on vendor drawings (such as wiring diagrams, electrical controls, etc.) 57 CLICK HERE to Return to Agenda

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SCOPE OF WORK
9 9. Solar PV system is required. We assume this to be by the Owner’s vendor or a separate consultant retained by the Architect as an additional service. If requested, we can provide system sizing calculations and a performance specification for the Contractor to design/build the system. Should the City consider PV (other than code required infrastructure), battery energy storage and possibly a Microgrid infrastructure to produce power and possibly provide back-up power for their EV charging infrastructure, A&E shall provide these services as an additional service.

K. Electrical

1. Design the electrical normal power for the proposed work. a. A. The RFP does not indicate that an emergency generator is required. It is assumed that the A&E team shall design conduit provisions to allow for connection to a roll-up portable emergency generator. We have excluded the design of Emergency-Power for the entire site.
b. B. We assume the EV charging stations will be required to service employee and fleet parking lots which shall be designed to Code minimum. Additional chargers will require additional services fees.
c. C. Included in our professional services is consultation to provide design and coordination with the local utility company for a new electrical service(s) to the project site.
d. D. We will provide lighting design for both the site and building. We assume all lighting to be utilitarian type. If any specialty lighting is required, the Architect will be required to provide a lighting designer for the project in the event that AT’s lighting design studio is not retained.

L. Low Voltage/Audio Visual/Security

1. Develop program requirements for Low Voltage Cabling, Audio Visual and Security (access control & video surveillance) Systems. This will include a detailed review of the current programming and design documents developed to date. Work with the Client and project team to define functional and technical requirements.

2. Design the low voltage cable plant for the facility. This will include all horizontal category data cabling, backbone copper/fiber, and Outside Plant (OSP) fiber connectivity necessary to support network connected devices. Network connected devices shall include Wi-Fi Access Points (We have excluded predictive Wi-Fi modelling studies which can be provided as and additional service), hardwired work area outlets, data to support audio visual and data to support security system IP devices. Non-category data cable for audiovisual (Audio, Video, Control etc.) and security (Access Control, Intrusion Detection, etc.) will be designed and specified under each discipline. The intent is for all low voltage data cabling to be included in one comprehensive package for the purpose of bidding and installation.

3. We have excluded all drawings for all low voltage wiring relating to their systems associated the EV charging systems on the site as these are assumed to utilize cellular connectivity.

4. Design the pathway systems for the distribution of the horizontal, and riser backbone cabling infrastructure. Coordinate OSP pathway requirements to the Civil Engineer.

5. Design the ER/MDF and TR/IDF rooms to support all IT infrastructure and Client provided equipment. This will include a review of the power and grounding requirements that are required to support the active equipment to be located within these rooms. 58 CLICK HERE to Return to Agenda

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SCOPE OF WORK
10 6. Review plans for the EF/MPOE to ensure telco facilities are in place to deliver telco services. Telco services shall be ordered and installed by others.

7. Design the audiovisual systems for the Office and Centralized Employee Facility. We have assumed this will include typical small, medium and large conference rooms for approximately 20% of the floorspace. Per the RFP responses, we have assumed the conference rooms shall double as training rooms.

8. Work with city provided vendor to provide the low voltage infrastructure to provide a paging system per the RFP response requirements.

9. Provide bidding and construction administration services for low voltage and audio-visual scopes of work. We excluded the design of a synchronized clock system.

M. Lighting Design Services

1. Interior Lighting for both office buildings, enclosed conditioned storage area, area beneath canopy, fleet washing, and parking structure lighting. a. Design of T-24 compliant lighting
b. Lighting Designer to select fixtures and equipment that have a 5+ years warranty and locally sourced Exterior Lighting for laydown areas, surface parking areas, hardscape areas and wayfinding signage lighting for building connectivity on the site. c. Dark Sky compliant
d. Lighting Designer to select fixtures and equipment that are appropriate and durable for harsh weather.
e. Provide prescriptive-method Title 24 for mechanical, lighting and envelope compliance calculations and forms. If an energy model is required for the project or if performance Title 24 calculations are required, Alfatech will require additional services.
f. Coordinate with the structural engineer for all equipment anchorage. All structural calculations and details for anchorage are the responsibility of the structural engineer.
g. Coordinate our work with other team members.
h. If requested by Client, assist the design team and Client in their review and comment on the project cost estimate that is prepared by Client’s contractor or cost estimator. i. Prepare CSI-formatted specification documents that describe the design intent.

N. Logistics Warehouse & Outdoor Storage

1. All warehouse high pile racking systems shall be coordinated by the A&E in collaboration with the City’s warehouse and logistics department. Services of specialized storage needs shall be identified in Programming, between the A&E team and the City. The design of these systems shall be the responsibility of a specialized logistics consultant of the City’s choosing. City shall retain the logistics & storage consultant. A&E shall work with the City and its consultant to identify these specialized selections and specification of these systems.

2. Systems shall include but not be limited to the following: high pile racking systems, mezzanine storage, secured storage, small parts conveying & carousel systems, outdoor racking, bar code scanning systems, inventory control systems, etc. 59 CLICK HERE to Return to Agenda

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SCOPE OF WORK
11 O. Hazardous Materials A&E surety precludes the design professionals from the identification, consultation, mitigation, abatement, handling, identification / certification / design to address any hazardous materials contained in the geology of the site or hazardous assets which the City anticipates obtaining and storing on-site.

P. Primary Structure System of Buildings

1. Assumptions:
a. Office and Crew Quarters – Up to twenty-five feet in height, single story office building, constructed with steel, Prefab steel, CMU, or timber framing with a lightweight roof structure made of metal deck or wood.
b. Warehouse/Storage –Provisions are provided to develop storage or warehouse buildings if required, each constructed with similar materials, either CMU or concrete tilt-up walls with a lightweight roof structure made of metal deck or wood. c. Assume ~12,500 SF of built space per the RFP.
d. Parking Canopies. Design for parking canopies are provided. Assumes a typical steel frame design and includes allowance for solar.
e. Fleet Maintenance Shop- excluded, not in scope.
f. Wash Bay – excluded, not in scope.
g. Maintenance Shop-undefined and to be determined. Design Development, Const. documentation, Bidding and Const. Admin. services for the development of a Maintenance Shop are not included in this scope of work. h. Misc site elements, assumed to be up to three (3) canopies are provided. i. Assume one site lighting pole design.
j. We have not included anchorage of warehouse storage and racking systems nor equipment anchorage but can upon request.
k. There will be one permit package for the project with all architectural, structural, and other consultant packages submitted concurrently.
l. The design and construction of all buildings will occur concurrently. Project phasing may require review of scope and fee.
m. Building Information Models (BIM) will contain elements modelled to a Level of Development (LOD) 200, unless otherwise noted. Refer to AIA Document G202- 2013

2. Exclusions:
a. Detailed design of secondary structural elements (i.e., window supports, curtain wall supports, exterior cladding, window washing equipment, elevator machine supports and miscellaneous metal supports).
b. Landscape structural elements such as site walls, trellis, etc. not specifically noted herein.
c. Geotechnical investigation and report
d. Material testing and destructive investigation
e. Special inspections during construction
f. Design of elements for exterior building maintenance g. Preparation of demolition documentation (scope of existing buildings unidentified in the RFP.)
h. Engineering or inspection of contractor temporary works such as shoring, bracing, underpinning, or propping.
i. Work required to correct non-conforming construction undertaken by the contractor or unforeseen conditions.
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SCOPE OF WORK
12 j. Design of support/bracing/anchorage of mechanical, electrical, and plumbing (MEP) systems and furniture, fixtures, and equipment (FF&E) elements k. Services necessary due to significant scope changes or design revisions after Phase I l. Services necessary due to significant schedule extensions or accelerations Q. Dry Utilities

1. Assumptions:
a. Client/project/construction team to use utility company drawings and/or designs for construction documents.
b. Client/project team to provide project information to the level of detail required to allow for the calculation of future needs and demands and service provisions. c. Assumes client, or their assigned design team member(s) provides onsite and offsite civil, architectural, and landscape base files.
d. All City files will be provided to Moran Utility Services, Inc. for use in preparing and submitting to each dry utility company.
e. Occasionally dry utility companies require additional offsite base files to be created by civil engineer. Field survey work, by others, may be required to allow full development of base files and designs.
f. Assumes utility companies have adequate capacity to accommodate new services. g. Assumes that all existing dry utility facilities will be protected in place and any onsite removals will be complete before our efforts commence.

2. Exclusions:
a. Excludes coordination with utilities for the quitclaim of any existing utility easements. b. Separate utility relocations or rearrangement to any existing facilities. c. Separate service extensions, relocations, or revisions to utility connections to neighboring properties.
d. Service to irrigation, or other facility meter pedestals. If required, separate work orders can be processed for an additional fee and processed as an addendum if required.
e. Any other separate design or coordination services related to offsite system reinforcement work, and/or separate streetlight installation or removal design and/or coordination.
f. Separate electric service extension work orders are excluded from this proposal. If the developer or the utility chooses to request these services as separate work orders, a change order would be required.
g. Offsite upgrades, underground line reinforcements, processing of fault duty letters, obtaining encroachment permits, and processing EUSERC drawings. h. Location services, field survey, and base file creation. i. Iterative dry utility composite changes mentioned above in scope description are included, excludes significant revisions that result in site changes and redesign efforts.
j. Preparation of as-builts.
k. Any electrical engineering, private lighting fixture selection, or low voltage system assessment.
l. Excludes reproduction or printing costs (client to provide printing account). m. Coordination or design services related to offsite relocations, rearrangements and/or reinforcements.
n. Processing of quitclaims of any existing easement vacated during project. 61 CLICK HERE to Return to Agenda

LA QUINTA MAINTENANCE & OPERATIONS YARD

SCOPE OF WORK
13 o. SoCal Gas Relocation(s)/Removal(s).
p. Coordination of any utility overhead to underground conversions.

R. Civil

1. The following is a partial list of the exclusions applicable to the Civil Services:
a. Easements with governing agencies (power, gas, telephone, cable, guy anchors, overhead utility poles)
b. Traffic Signal Studies/ Plans/ Modifications/ Reports c. Soils/ Geotechnical consulting
d. Analysis of water and sewer systems serving areas adjacent to the proposed project, i.e., the preparation of regional or sub-regional analysis is not included. e. Shoring plans/ Exhibits/ Tie-back documents/ Encroachment Permits f. CEQA / EIR applications
g. Off-Site Street Lighting Plans
h. Off-Site Street Improvements
i. Post Construction ALTA Survey
j. Existing Conditions Topographic Survey- assume Dudek is providing survey + potholing.
k. CASp Certification
l. Environmental Studies/ Hazardous Remediation’s
m. Phase 1& 2 Environmental Reports
n. Access and Utility Easements / Quitclaim
o. Off-Site Sanitary Sewer Flow Studies/ Reports
p. Caltrans Coordination & Design Documents
q. Record of Survey
r. Tentative Parcel Map
s. Final Parcel Map (With monumentation)
t. Percel Merger / LLA
u. Street Right-of-Way Dedication
v. Grease Interceptor Design and Sizing
w. Traffic Control Plans
x. Phasing Plans
y. Off-Site Street Improvements Plans, Utility Extensions, Integration of Public Transportation
z. Off-Site As-Built Plans
aa. Existing Underground Utility Scanning
bb. Federal Emergency Management Agency (FEMA) – CLOMR and LOMR

ASSUMPTIONS & EXCLUSIONS
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Exhibit A

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ADDENDUM TO AGREEMENT
Re: Scope of Services
If the Scope of Services include construction, alteration, demolition, installation, repair, or maintenance affecting real property or structures or improvements of any kind appurtenant to real property, the following apply:

1. Prevailing Wage Compliance. If Contracting Party is a contractor performing public works and maintenance projects, as described in this Section 1.3, Contracting Party shall comply with applicable Federal, State, and local laws. Contracting Party is aware of the requirements of California Labor Code Sections 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Sections 16000, et seq., (collectively, the “Prevailing Wage Laws”), and La Quinta Municipal Code Section 3.12.040, which require the payment of prevailing wage rates and the performance of other requirements on “Public works” and “Maintenance” projects. If the Services are being performed as part of an applicable “Public works” or “Maintenance” project, as defined by the Prevailing Wage Laws, and if construction work over twentyfive thousand dollars ($25,000.00) and/or alterations, demolition, repair or maintenance work over fifteen thousand dollars ($15,000.00) is entered into or extended on or after January 1, 2015 by this Agreement, Contracting Party agrees to fully comply with such Prevailing Wage Laws including, but not limited to, requirements related to the maintenance of payroll records and the employment of apprentices. Pursuant to California Labor Code Section 1725.5, no contractor or subcontractor may be awarded a contract for public work on a “Public works” project unless registered with the California Department of Industrial Relations (“DIR”) at the time the contract is awarded. If the Services are being performed as part of an applicable “Public works” or “Maintenance” project, as defined by the Prevailing Wage Laws, this project is subject to compliance monitoring and enforcement by the DIR. Contracting Party will maintain and will require all subcontractors to maintain valid and current DIR Public Works contractor registration during the term of this Agreement. Contracting Party shall notify City in writing immediately, and in no case more than twenty-four (24) hours, after receiving any information that Contracting Party’s or any of its subcontractor’s DIR registration status has been suspended, revoked, expired, or otherwise changed. It is understood that it is the responsibility of Contracting Party to determine the correct salary scale. Contracting Party shall make copies of the prevailing rates of per diem wages for each craft, classification, or type of worker needed to execute the Services available to interested parties upon request, and shall post copies at Contracting Party’s principal place of business and at the project site, if any. The statutory penalties for failure to pay prevailing wage or to comply with State wage and hour laws will be enforced. Contracting Party must forfeit to City TWENTY-FIVE DOLLARS ($25.00) per day for each worker who works in excess of the minimum working hours when Contracting Party does not pay overtime. In accordance with the provisions of Labor Code Sections 1810 et seq., eight (8) hours is the legal working day. Contracting Party also shall comply with State law requirements to maintain payroll records and shall provide for certified records and inspection of records as required by California Labor Code Section 1770 et seq., including Section 1776. In addition to the other indemnities provided under this Agreement, Contracting Party shall defend (with counsel selected by City), indemnify, and hold City, 63 CLICK HERE to Return to Agenda
Exhibit A

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its elected officials, officers, employees, and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. It is agreed by the parties that, in connection with performance of the Services, including, without limitation, any and all “Public works” (as defined by the Prevailing Wage Laws), Contracting Party shall bear all risks of payment or non-payment of prevailing wages under California law and/or the implementation of Labor Code Section 1781, as the same may be amended from time to time, and/or any other similar law. Contracting Party acknowledges and agrees that it shall be independently responsible for reviewing the applicable laws and regulations and effectuating compliance with such laws.

Contracting Party shall require the same of all subcontractors.

2. Retention. Not Applicable.

3. Utility Relocation. City is responsible for removal, relocation, or protection of existing main or trunk-line utilities to the extent such utilities were not identified in the invitation for bids or specifications. City shall reimburse Contracting Party for any costs incurred in locating, repairing damage not caused by Contracting Party, and removing or relocating such unidentified utility facilities. Contracting Party shall not be assessed liquidated damages for delay arising from the removal or relocation of such unidentified utility facilities.

4. Trenches or Excavations. Pursuant to California Public Contract Code Section 7104, in the event the work included in this Agreement requires excavations more than four (4) feet in depth, the following shall apply:
(a) Contracting Party shall promptly, and before the following conditions are disturbed, notify City, in writing, of any: (1) material that Contracting Party believes may be material that is hazardous waste, as defined in Section 25117 of the Health and Safety Code, that is required to be removed to a Class I, Class II, or Class III disposal site in accordance with provisions of existing law; (2) subsurface or latent physical conditions at the site different from those indicated by information about the site made available to bidders prior to the deadline for submitting bids; or (3) unknown physical conditions at the site of any unusual nature, different materially from those ordinarily encountered and generally recognized as inherent in work of the character provided for in the Agreement. (b) City shall promptly investigate the conditions, and if it finds that the conditions do materially so differ, or do involve hazardous waste, and cause a decrease or increase in Contracting Party’s cost of, or the time required for, performance of any part of the work shall issue a change order per Section 1.8 of the Agreement. (c) in the event that a dispute arises between City and Contracting Party whether the conditions materially differ, or involve hazardous waste, or cause a decrease or increase in Contracting Party’s cost of, or time required for, performance of any part of the work, Contracting Party shall not be excused from any scheduled completion date provided for by this Agreement, but shall proceed with all work to be performed under this Agreement. Contracting Party shall retain any and all rights provided either by contract 64 CLICK HERE to Return to Agenda
Exhibit A

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or by law which pertain to the resolution of disputes and protests between the contracting Parties.

5. Safety. Contracting Party shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out the Services, Contracting Party shall at all times be in compliance with all applicable local, state, and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. Safety precautions as applicable shall include, but shall not be limited to: (A) adequate life protection and lifesaving equipment and procedures; (B) instructions in accident prevention for all employees and subcontractors, such as safe walkways, scaffolds, fall protection ladders, bridges, gang planks, confined space procedures, trenching and shoring, equipment and other safety devices, equipment and wearing apparel as are necessary or lawfully required to prevent accidents or injuries; and (C) adequate facilities for the proper inspection and maintenance of all safety measures.

6. Liquidated Damages. Not Applicable.
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Exhibit B

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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 not to exceed Two Hundred Twenty-Two Thousand Eight Hundred Six Dollars ($222,806) (“Contract Sum”). 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.

Phase I shall be paid as a lump-sum on percentage of completion basis not to exceed One Hundred Seventy-One Thousand Two Hundred Six Dollars ($171,206) per attached work schedule.

Retention shall be paid on a time and materials basis not to exceed Fifty-One Thousand Six Hundred Dollars ($51,600).
66 CLICK HERE to Return to Agenda
John
Raeber
- Specs
Cumming -
Cost
Estimator
Renderer
Principal
Project Director
(QA/QC)
Senior Designer
Senior Project
Architect
Senior Project
Manager
Project Manager
Senior Job Captain
Job Captain
Draftsperson
Junior Draftsperson
Partner
Senior Principal
Principal
Associate Principal
Associate
Senior Engineer
Lighting Designer
Engineer
Design Engineer
Designer
BIM Manager
BIM Specialist
BIM/CAD Operator
Project
Administrator
Administrative
Support
Principal
Associate Prinicipal
Project Engineer I
Revit Specialist
Dudek - Civil
Engineer III
Engineer II
Senior Designer
Senior Designer
Drafter I
Principal Landscape
Architect
Senior Landscape
Arch. / Project
Manager
Landscape Architect
President
Professional
Engineer (EE)
Sr. Project Manager
Associate Project
Manager
Electrical Designer
Lighting Designer
Drafter
Survey manager
Senior Surveyor
Survy Tech
Project Assitant
2 Person Survey
Crew (PW)
Aerial (subconsultant) $2510
fixed fee
Senior Engineer/
Commisssioning
Authority
Energy
Analyst/Commissio
ning Assistant
Specification Writer
Senior Cost
Manager
Renderings
$250 $230 $190 $190 $190 $180 $155 $145 $135 $130 $280 $265 $245 $220 $200 $170 $165 $155 $135 $120 $150 $125 $95 $90 $85 $300 $250 $150 $130 $239 $265 $230 $160 $161 $145 $170 $150 $125 $220 $200 $175 $125 $110 $110 $80 $210 $155 $140 $120 $310 $2510 $210 $150 $90 $200 $2500 PHASE I1.1 FACILITY ASSESSMENTS1.1.1. Departments Interviews 16 $ 3,040.00

1.1.2. A&E Facility Assessments 8 8 10 2 2 $ 5,440.00

1.1.3. Site Survey, Topo, Site Legal Description 20 40 40 6 80 1 $ 44,030.00

1.1.4. Civil: Prepare base map 4 8 10 16 28 $ 10,700.00

1.1.5. Coordinate with City to initiate and locate geotechnical boring 2 $ 500.00

1.1.6. Dry Utitlity Research 2 6 2 11 $ 3,337.00
Subtotal Task 1 0 0 0 24 0 0 0 0 8 0 0 0 0 0 10 2 0 0 0 0 0 0 0 0 0 0 4 0 0 0 0 6 14 2 11 0 0 0 0 0 0 0 0 0 0 30 56 68 6 80 1 0 0 0 0 0 $ 67,047.00

1.2 PROGRAMMING 1.2.1. Meetings with User and Support Groups 8 16 4 2 $ 6,500.00

1.2.2. Photo Survey 4 4 $ 1,300.00

1.2.3. Photo Survey - Potholes (10 at $2500 ea.) 105 $ 25,095.00

1.2.4. Update Master Plan & Programming 2 40 24 1 122 $ 12,310.00

1.2.5. A&E Assessment Recommendations 26 8 4 $ 4,240.00 Subtotal Task 2 12 0 0 66 0 0 0 0 28 0 4 0 0 0 8 2 0 0 0 0 0 0 0 0 0 0 5 0 0 105 0 0 0 0 0 1 2 2 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $ 49,445.00

1.3 CONCEPTUAL DESIGN1.3.1. Update Master Plan 4 27 20 42 7224 $ 12,307.00

1.3.2. Concept Plan and Renderings 657 40 45 7 24 $ 21,310.00 Subtotal Task 3 10 0 0 84 0 0 0 0 60 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 8 0 0 0 0 0 0 7 14 2 4 8 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $ 33,617.00

1.4 PROJECT MANAGEMENT1.4.1. Project Management 3 16 2 3 14 11 2 244 7 $ 14,607.00

1.4.2. Project Team Meetings 23 8 28 44 $ 6,490.00
Subtotal Task 4 2 0 0 6 24 0 0 0 0 0 0 0 0 0 2 0 0 0 0 0 0 0 0 0 0 0 5 0 0 0 22 11 0 2 0 4 6 0 4 0 4 0 0 0 0 7 0 0 0 0 0 0 0 0 0 0 $ 21,097.00 TOTAL HOURS (PHASE I) 24 0 0 180 24 0 0 0 96 0 4 0 0 0 20 4 0 0 0 0 0 0 0 0 0 0 22 0 0 105 22 17 14 11 25 7 12 10 4 0 4 0 0 0 0 37 56 68 6 80 1 0 0 0 0 0 TOTAL COST (PHASE I) $6000 $0 $0 $34200 $4560 $0 $0 $0 $12960 $0 $1120 $0 $0 $0 $4000 $680 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $5500 $0 $0 $25095 $5830 $3910 $2240 $1771 $3625 $1190 $1760 $1250 $880 $0 $700 $0 $0 $0 $0 $7705 $8680 $9520 $720 $24800 $2510 $0 $0 $0 $0 $0 $ 171,206.00 PHASE II2.1 SCHEMATIC DESIGN2.1.1. Schematic Studies 12 76 80 28 4 60 80 4 4 246 4 24 24 16 $ 67,574.00

2.1.2. Structural Options 4 16 4 $ 3,920.00

2.1.3. MEP Systems Options 112 3 4 4 0 14 24 822246 1 $ 11,405.00

2.1.4. Lighting Schematic 6 35 $ 6,975.00

2.1.5. Technology Schematic 2 12 24 $ 5,840.00

2.1.6. Conceptual BMP, SWPP, Site Water Retention Strategies 2 6 16 2 $ 4,720.002.1.7. Topo, Lot Boundaries, Concept Recommendations 268 $ 3,190.002.1.8. Dry Utility Concept Exhibits 8 5 10 $ 3,535.002.1.9. Schematic Cost Estimate 1 1 2 8 5 10 2 44 44 15,275.00 $ Subtotal Task 1 12 0 76 0 0 0 0 0 80 0 3 1 2 3 10 16 35 14 48 8 2 2 2 4 6 0 8 25 4 0 10 80 112 14 24 2 4 10 0 0 4 8 24 24 16 0 0 0 0 0 0 0 0 0 44 0 $ 122,434.00

2.2 DESIGN DEVELOPMENT2.2.1. Design Development Plans 18 112 114 120 2 2 2 6 8 6 32 24 22 6 6 8 6 8 8 52 32 4 42 60 5 10 2 4 6 16 $ 119,145.002.2.2. Outline Specifications 2 2 8 2 2 4 4 12 6 16 $ 7,830.00

2.2.3. Lighting Design Development 25 $ 4,125.002.2.4. Technology Design Development 12 28 $ 5,820.00 Subtotal Task 2 18 0 114 0 0 0 114 0 120 0 2 2 2 6 8 18 25 32 52 22 6 6 8 6 8 0 10 60 32 0 6 42 60 5 10 2 6 6 0 4 4 0 12 6 16 0 0 0 0 0 0 0 0 16 0 0 $ 136,920.00

2.3 PROJECT MANAGEMENT2.3.1. Project Management 32 8 30 6 2 6 10 21 14 8 3 4 4 14 4 $ 32,759.00

2.3.2. Project Team Meetings 10 10 86 12 2 12 5 12 4 2 5 4 $ 17,638.002.3.3. QA/QC 4 243 4 2 2 4 2 5 $ 6,130.00 Subtotal Task 3 10 0 10 0 40 0 6 0 0 0 0 0 24 0 34 22 10 0 22 0 0 0 0 0 0 2 16 4 0 0 25 0 0 24 8 0 7 0 4 4 14 4 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $ 56,527.00 TOTAL HOURS (PHASE II) 40 0 200 0 40 0 120 0 200 0 5 3 28 9 52 56 70 46 122 30 8 8 10 10 14 2 34 89 36 0 41 122 172 43 42 4 17 16 4 8 22 12 36 30 32 0 0 0 0 0 0 0 0 16 44 0TOTAL COST (PHASE II) $10000 $0 $38000 $0 $7600 $0 $18600 $0 $27000 $0 $1400 $795 $6860 $1980 $10400 $9520 $11550 $7130 $16470 $3600 $1200 $1000 $950 $900 $1190 $600 $8500 $13350 $4680 $0 $10865 $28060 $27520 $6923 $6090 $680 $2578 $2000 $880 $1600 $3850 $1500 $3960 $3300 $2560 $0 $0 $0 $0 $0 $0 $0 $0 $1440 $8800 $0 $ 315,881.00 PHASE III3.1 CONSTRUCTION DOCUMENTS3.1.1. Construction Documents 360 384 2 3 3 6 1 24 21 48 68 28 10 10 8 7 7 12 80 8 80 88 24 4 24 26 4 6 8 6 18 18 $ 219,872.003.1.2. Commissioning Plan 2 26 $ 4,320.00

3.1.3. Project Specifications 12 1 2 12 8 48 144 6 86 $ 19,275.00

3.1.4. Lighting Construction Documents 16 $ 2,640.003.1.5. Technology Construction Documents 24 40 $ 9,480.003.1.6. Cost Estimate 25 12 114 6 64 $ 16,445.003.1.7. Permit Processing 40 40 2 3 $ 14,295.00 Subtotal Task 1 0 0 0 412 0 0 0 40 0 384 2 3 3 6 5 48 46 48 108 28 10 10 8 7 7 0 15 94 0 0 16 84 96 2 4 6 29 34 4 12 14 6 18 0 18 0 0 0 0 0 0 2 26 86 64 0 $ 286,327.00

3.2 PROJECT MANAGEMENT3.2.1. Project Management 84 27 12 16 37 4 12 4 $ 33,772.003.2.2. Project Team Meetings 12 12 20 81 2 44 $ 12,947.003.2.3. QA/QC 12 80 2 2 4 1 $ 23,365.00 Subtotal Task2 24 80 0 12 104 0 0 0 0 0 0 0 0 0 27 0 0 0 0 0 0 0 0 0 0 2 22 4 0 0 18 0 0 5 0 4 11 0 4 0 12 4 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $ 70,084.00

3.3 BIDDING3.3.1 Preparation of Bid Package 4 4 1 2 24 4 42 $ 5,000.003.3.2 Respond to Bidder Questions 32 32 28 1 2 2 42 $ 15,465.00

3.3.3 Assist in the Review of Bids 4 4 22 1 2 2 2 $ 3,615.00 Subtotal Task 3 0 0 0 40 0 40 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 5 12 0 0 4 8 8 0 10 0 4 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $ 24,080.00

3.4 CONSTRUCTION ADMINISTRATION3.4.1 Review of Shop Drawings / Submittals 8 174 104 42654 4 16 25 2 22 $ 59,935.003.4.2. Response to Contractor RFIs 8 174 104 4 1 6 4 4 4 16 2 5 2 2 3 $ 59,745.00

3.4.3. Construction Progress Site Visits 5 96 6 646 4 24 1 4 2 4 $ 30,125.00

3.4.4. Preparation of Project Punchlist 5 24 1 1 6 1 6 4 6 4 5 1 6 1 4 2 8 $ 15,090.00 Subtotal Task 4 26 0 0 0 468 0 0 208 0 0 1 1 0 20 4 24 17 20 0 0 0 0 0 4 5 0 13 62 0 0 6 18 8 0 0 0 16 0 0 0 5 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $ 164,895.00 TOTAL HOURS (PHASE III) 50 80 0 464 572 40 0 248 0 384 3 4 3 26 36 72 63 68 108 28 10 10 8 11 12 2 55 172 0 0 44 110 112 7 14 10 60 34 8 12 31 10 18 0 18 0 0 0 0 0 0 2 26 86 64 0TOTAL COST (PHASE III) $12500 $18400 $0 $88160 $108680 $7200 $0 $35960 $0 $49920 $840 $1060 $735 $5720 $7120 $12240 $10395 $10505 $14580 $3360 $1500 $1250 $760 $990 $1020 $600 $13870 $25800 $0 $0 $11750 $25300 $17920 $1161 $2030 $1700 $9000 $4250 $1760 $2400 $5425 $1245 $1980 $0 $1440 $0 $0 $0 $0 $0 $0 $420 $3900 $7740 $12800 $0 $ 545,386.00TOTAL LABOR - BASE $28,500 $18,400 $38,000 $122,360 $120,840 $7,200 $18,600 $35,960 $39,960 $49,920 $3,360 $1,855 $7,595 $7,700 $21,520 $22,440 $21,945 $17,635 $31,050 $6,960 $2,700 $2,250 $1,710 $1,890 $2,210 $1,200 $27,870 $39,150 $4,680 $25,095 $28,445 $57,270 $47,680 $9,855 $11,745 $3,570 $13,338 $7,500 $3,520 $4,000 $9,975 $2,745 $5,940 $3,300 $4,000 $7,705 $8,680 $9,520 $720 $24,800 $2,510 $420 $3,900 $9,180 $21,600 $0 $ 1,032,473.00TOTAL HOURS - BASE 114 80 200 644 636 40 120 248 296 384 12 7 31 35 108 132 133 114 230 58 18 18 18 21 26 4 111 261 36 105 107 249 298 61 81 21 89 60 16 20 57 22 54 30 50 37 56 68 6 80 1 2 26 102 108 0

OPTIONAL TASKS

2.4.1 Photorealistic Rendering (Phase II) ($2500 per rendering) 2 $ 5,000.00

3.5.1. Commissioning - Construction Phase (Phase III) 50 20 $ 13,500.00 Subtotal Optional Tasks 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 50 20 0 0 2 $ 18,500.00 TOTAL HOURS (OPTIONAL TASKS) 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 50 20 0 0 2TOTAL COST (OPTIONAL TASKS) $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $10500 $3000 $0 $0 $5000 18,500.00 $ TOTAL LABOR - BASE + OPTIONAL $28,500 $18,400 $38,000 $122,360 $120,840 $7,200 $18,600 $35,960 $39,960 $49,920 $3,360 $1,855 $7,595 $7,700 $21,520 $22,440 $21,945 $17,635 $31,050 $6,960 $2,700 $2,250 $1,710 $1,890 $2,210 $1,200 $27,870 $39,150 $4,680 $25,095 $28,445 $57,270 $47,680 $9,855 $11,745 $3,570 $13,338 $7,500 $3,520 $4,000 $9,975 $2,745 $5,940 $3,300 $4,000 $7,705 $8,680 $9,520 $720 $24,800 $2,510 $10,920 $6,900 $9,180 $21,600 $5,000 $ 1,050,973.00 TOTAL HOURS - BASE + OPTIONAL 114 80 200 644 636 40 120 248 296 384 12 7 31 35 108 132 133 114 230 58 18 18 18 21 26 4 111 261 36 105 107 249 298 61 81 21 89 60 16 20 57 22 54 30 50 37 56 68 6 80 1 52 46 102 108 2 RY+AO - Architectural AlfaTech - MEP / Lighting / Low Voltage Holmes - Structural Dudek - Civil DUEx - Dry Utilities In-Site - Landscape Architectural Visual Concepts - Site Lighting NV5 - Surveying VCA Green - Commissioning 67 CLICK HERE to Return to Agenda
Exhibit C

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Exhibit C
Schedule of Performance
Contracting Party shall complete all services identified in the Scope of Services, Exhibit A of this Agreement, in accordance with the Project Schedule, attached hereto and incorporated herein by this reference.
68 CLICK HERE to Return to Agenda
ID Task Name Duration Start Finish Predecessors
1 City of La Quinta - Maintenance & Operation
Yard Desgin Schedule
2 TOTAL PROJECT DURATION 42.95 mons Tue 7/16/24 Fri 10/29/273 City Council Approval for Contract 0 days Tue 7/16/24 Tue 7/16/244 Contract Award & Mobolization 1.8 wks Tue 7/16/24 Fri 7/26/245 Geotech Report by City 8 wks Mon 7/29/24 Fri 9/20/24 7FS-1 day 6 Phase One - Programming & Conceptural Design 15 wks Mon 7/29/24 Fri 11/8/24 7 Project Kickoff 0 days Mon 7/29/24 Mon 7/29/24 4FS+1 day 8 Programming 4 wks Mon 7/29/24 Fri 8/23/24
9 Facilities Surveys & Interview 1 wk Mon 7/29/24 Fri 8/2/24 10 Programming 3 wks Mon 8/5/24 Fri 8/23/24 9
11 All departments Review and Approve Program 3 wks Mon 8/26/24 Fri 9/13/24 1012 Conceptual Design 4 wks Mon 9/16/24 Fri 10/11/24 13 Conceptual Design 4 wks Mon 9/16/24 Fri 10/11/24 11
14 Field Survey and Base Map 8 wks Tue 7/30/24 Mon 9/23/24 15 Engineering Field Survey 2 wks Tue 7/30/24 Mon 8/12/24 7 16 Base Map 6 wks Tue 8/13/24 Mon 9/23/24 1517 Phase One Submittal 0 days Mon 9/23/24 Mon 9/23/24 5FS+1 day18 City Staff Review & Approval 3 wks Mon 9/23/24 Fri 10/11/24 17FS-1 day19 Geotech Report - Project go / no go 0 wks Fri 10/11/24 Fri 10/11/24 1820 Planning Commission Meeting 1 wk Mon 10/14/24 Fri 10/18/24 1821 City Council Study Session 1 wk Mon 10/21/24 Fri 10/25/24 2022 City Council Meeting & Approval 4 days Tue 11/5/24 Fri 11/8/24 21FS+6 days 23 Phase Two - Schemetic Design & Design Development 58 wks Mon 11/11/24 Fri 12/19/2524 Schematic Design 7.2 wks Mon 11/11/24 Mon 12/30/2425 Schematic Design 7 wks Mon 11/11/24 Fri 12/27/24 22 26 100% SD Submittal 0 days Mon 12/30/24 Mon 12/30/24 25FS+1 day27 City Staff Review & Approval 3 wks Mon 12/30/24 Fri 1/17/25 26FS-1 day28 Design Development 44.2 wks Mon 1/20/25 Mon 11/24/25 29 50% DD 4 wks Mon 1/20/25 Fri 2/14/25 27
30 CEQA by City 9 mons Mon 2/17/25 Fri 10/24/25 2931 100% DD 4 wks Mon 10/27/25 Fri 11/21/25 3032 Cost Estimate 2 wks Mon 11/10/25 Fri 11/21/25 31FF33 100% DD Submittal 0 days Mon 11/24/25 Mon 11/24/25 31FS+1 day34 City Staff Review & Approval 3 wks Mon 11/24/25 Fri 12/12/25 33FS-1 day35 City Council Meeting & Approval 4 days Tue 12/16/25 Fri 12/19/25 34FS+1 day36 Phase Three - Construction Document & Construction Administration
97 wks Mon 12/22/25 Fri 10/29/27
37 Construction Document 18 wks Mon 12/22/25 Fri 4/24/2638 50% Construction Document 6 wks Mon 12/22/25 Fri 1/30/26 35 39 50% CD Submittal 0 days Mon 2/2/26 Mon 2/2/26 38FS+1 day40 City Staff Review & Approval 3 wks Mon 2/2/26 Fri 2/20/26 3841 100% Construction Document 6 wks Mon 2/23/26 Fri 4/3/26 4042 Cost Estimate 2 wks Mon 3/23/26 Fri 4/3/26 41FF43 100% CD Sbumittal 0 days Mon 4/6/26 Mon 4/6/26 41FS+1 day44 City Staff Review & Approval 3 wks Mon 4/6/26 Fri 4/24/26 43FS-1 day45 Building Permit Plan Check 17 wks Mon 4/27/26 Fri 8/21/26 46 IFP (Issued for Plan Check) #1 4 wks Mon 4/27/26 Fri 5/22/26 44 47 A/E plan check correction 4 wks Mon 5/25/26 Fri 6/19/26 4648 IFP#2 2 wks Mon 6/22/26 Fri 7/3/26 4749 A/E plan check correction 2 wks Mon 7/6/26 Fri 7/17/26 4850 IFP#3 2 wks Mon 7/20/26 Fri 7/31/26 4951 A/E plan check correction 2 wks Mon 8/3/26 Fri 8/14/26 5052 Permit Issue 1 wk Mon 8/17/26 Fri 8/21/26 5153 Bidding 10 wks Mon 8/24/26 Fri 10/30/26 54 A/E assistant for Bidding 8 wks Mon 8/24/26 Fri 10/16/26 52 55 Contract Awarded 2 wks Mon 10/19/26 Fri 10/30/26 5456 Construction 52 wks Mon 11/2/26 Fri 10/29/27 5357 Construction Administration 52 wks Mon 11/2/26 Fri 10/29/27 5558 Project Completion 0 wks Fri 10/29/27 Fri 10/29/27 57 7/16
7/29
9/23
10/11
12/30
11/24
2/2
4/6
10/29

M J J A S O N D J F M A M J J A S O N D J F M A M J J A S O N D J F M A M J J A S O N Half 2, 2024 Half 1, 2025 Half 2, 2025 Half 1, 2026 Half 2, 2026 Half 1, 2027 Half 2, 2027 TasksProject Milestone
SummaryProject Summary
TasksInactive Task
Inactive MilestoneInactive Summary
Manual TaskDuration-only
Manual Summary RollupManual Summary
Start-onlyFinish-only
External TasksExternal Milestone
DeadlineProgress
Manual Progress

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Project: La Quinta Maintenance & Operations YardDate: Wed 6/12/24 69 CLICK HERE to Return to Agenda
Exhibit D

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Exhibit D
Special Requirements
None
70 CLICK HERE to Return to Agenda
Exhibit E

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Exhibit E
Insurance Requirements
E.1 Insurance. Prior to the beginning of and throughout the duration of this Agreement, the following policies shall be maintained and kept in full force and effect providing insurance with minimum limits as indicated below and issued by insurers with A.M. Best ratings of no less than A-VI:

Commercial General Liability (at least as broad as ISO CG 0001) $1,000,000 (per occurrence)
$2,000,000 (general aggregate)
Must include the following endorsements:

General Liability Additional Insured
General Liability Primary and Non-contributory
Commercial Auto Liability (at least as broad as ISO CA 0001) $1,000,000 (per accident)
Auto Liability Additional Insured
Personal Auto Declaration Page if applicable
Errors and Omissions Liability
$1,000,000 (per claim and aggregate)
Workers’ Compensation
(per statutory requirements)
Must include the following endorsements:

Workers Compensation with Waiver of Subrogation
Workers Compensation Declaration of Sole Proprietor if applicable Cyber Liability
$1,000,000 (per occurrence)
$2,000,000 (general aggregate)
Contracting Party shall procure and maintain, at its cost, and submit concurrently with its execution of this Agreement, Commercial General Liability insurance against all claims for injuries against persons or damages to property resulting from Contracting Party’s acts or omissions rising out of or related to Contracting Party’s performance under this Agreement. The insurance policy shall contain a severability of interest clause providing that the coverage shall be primary for losses arising out of Contracting Party’s performance hereunder and neither City nor its insurers shall be required to contribute to any such loss. An endorsement evidencing the foregoing and naming the City and its officers and employees as additional insured (on the Commercial General Liability policy only) must be submitted concurrently with the execution of this Agreement and approved by City prior to commencement of the services hereunder. 71 CLICK HERE to Return to Agenda
Exhibit E

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Contracting Party shall carry automobile liability insurance of $1,000,000 per accident against all claims for injuries against persons or damages to property arising out of the use of any automobile by Contracting Party, its officers, any person directly or indirectly employed by Contracting Party, any subcontractor or agent, or anyone for whose acts any of them may be liable, arising directly or indirectly out of or related to Contracting Party’s performance under this Agreement. If Contracting Party or Contracting Party’s employees will use personal autos in any way on this project, Contracting Party shall provide evidence of personal auto liability coverage for each such person. The term “automobile” includes, but is not limited to, a land motor vehicle, trailer or semi-trailer designed for travel on public roads. The automobile insurance policy shall contain a severability of interest clause providing that coverage shall be primary for losses arising out of Contracting Party’s performance hereunder and neither City nor its insurers shall be required to contribute to such loss.

Professional Liability or Errors and Omissions Insurance as appropriate shall be written on a policy form coverage specifically designed to protect against acts, errors or omissions of the Contracting Party and “Covered Professional Services” as designated in the policy must specifically include work performed under this agreement. The policy limit shall be no less than $1,000,000 per claim and in the aggregate. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer’s duty to defend. The policy retroactive date shall be on or before the effective date of this agreement.

Contracting Party shall carry Workers’ Compensation Insurance in accordance with State Worker’s Compensation laws with employer’s liability limits no less than $1,000,000 per accident or disease.

Contracting Party shall procure and maintain Cyber Liability insurance with limits of $1,000,000 per occurrence/loss which shall include the following coverage:
a. Liability arising from the theft, dissemination and/or use of confidential or personally identifiable information; including credit monitoring and regulatory fines arising from such theft, dissemination or use of the confidential information.
b. Network security liability arising from the unauthorized use of, access to, or tampering with computer systems.
c. Liability arising from the failure of technology products (software) required under the contract for Consultant to properly perform the services intended.
d. Electronic Media Liability arising from personal injury, plagiarism or misappropriation of ideas, domain name infringement or improper deeplinking or framing, and infringement or violation of intellectual property rights.
72 CLICK HERE to Return to Agenda
Exhibit E

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e. Liability arising from the failure to render professional services.

If coverage is maintained on a claims-made basis, Contracting Party shall maintain such coverage for an additional period of three (3) years following termination of the contract.

Contracting Party shall provide written notice to City within ten (10) working days if: (1) any of the required insurance policies is terminated; (2) the limits of any of the required polices are reduced; or (3) the deductible or self-insured retention is increased.

In the event any of said policies of insurance are cancelled, Contracting Party shall, prior to the cancellation date, submit new evidence of insurance in conformance with this Exhibit to the Contract Officer. The procuring of such insurance or the delivery of policies or certificates evidencing the same shall not be construed as a limitation of Contracting Party’s obligation to indemnify City, its officers, employees, contractors, subcontractors, or agents.

E.2 Remedies. In addition to any other remedies City may have if Contracting Party fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, City may, at its sole option:
a. Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under this Agreement. b. Order Contracting Party to stop work under this Agreement and/or withhold any payment(s) which become due to Contracting Party hereunder until Contracting Party demonstrates compliance with the requirements hereof. c. Terminate this Agreement.

Exercise any of the above remedies, however, is an alternative to any other remedies City may have. The above remedies are not the exclusive remedies for Contracting Party’s failure to maintain or secure appropriate policies or endorsements.

Nothing herein contained shall be construed as limiting in any way the extent to which Contracting Party may be held responsible for payments of damages to persons or property resulting from Contracting Party’s or its subcontractors’ performance of work under this Agreement.

E.3 General Conditions Pertaining to Provisions of Insurance Coverage by Contracting Party. Contracting Party and City agree to the following with respect to insurance provided by Contracting Party:

1. Contracting Party agrees to have its insurer endorse the third party general liability coverage required herein to include as additional insureds City, its officials, employees, and agents, using standard ISO endorsement No. CG 2010 with an edition 04/13. Contracting Party also agrees to require all contractors, and subcontractors to do likewise.

2. No liability insurance coverage provided to comply with this Agreement shall prohibit Contracting Party, or Contracting Party’s employees, or agents, from waiving the 73 CLICK HERE to Return to Agenda
Exhibit E

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right of subrogation prior to a loss. Contracting Party agrees to waive subrogation rights against City regardless of the applicability of any insurance proceeds, and to require all contractors and subcontractors to do likewise.

3. All insurance coverage and limits provided by Contracting Party and available or applicable to this Agreement are intended to apply to the full extent of the policies. Nothing contained in this Agreement or any other agreement relating to City or its operations limits the application of such insurance coverage.

4. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved of in writing.

5. No liability policy shall contain any provision or definition that would serve to eliminate so-called “third party action over” claims, including any exclusion for bodily injury to an employee of the insured or of any contractor or subcontractor.

6. All coverage types and limits required are subject to approval, modification and additional requirements by the City, as the need arises. Contracting Party shall not make any reductions in scope of coverage (e.g. elimination of contractual liability or reduction of discovery period) that may affect City’s protection without City’s prior written consent.

7. Proof of compliance with these insurance requirements, consisting of certificates of insurance evidencing all the coverages required and an additional insured endorsement to Contracting Party’s general liability policy, shall be delivered to City at or prior to the execution of this Agreement. In the event such proof of any insurance is not delivered as required, or in the event such insurance is canceled at any time and no replacement coverage is provided, City has the right, but not the duty, to obtain any insurance it deems necessary to protect its interests under this or any other agreement and to pay the premium. Any premium so paid by City shall be charged to and promptly paid by Contracting Party or deducted from sums due Contracting Party, at City option.

8. It is acknowledged by the parties of this agreement that all insurance coverage required to be provided by Contracting Party or any subcontractor, is intended to apply first and on a primary, non-contributing basis in relation to any other insurance or self-insurance available to City.

9. Contracting Party agrees to ensure that subcontractors, and any other party involved with the project that is brought onto or involved in the project by Contracting Party, provide the same minimum insurance coverage required of Contracting Party.

Contracting Party agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Contracting Party agrees that upon request, all agreements with subcontractors and others engaged in the project will be submitted to City for review.

10. Contracting Party agrees not to self-insure or to use any self-insured retentions or deductibles on any portion of the insurance required herein (with the 74 CLICK HERE to Return to Agenda
Exhibit E

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exception of professional liability coverage, if required) and further agrees that it will not allow any contractor, subcontractor, Architect, Engineer or other entity or person in any way involved in the performance of work on the project contemplated by this agreement to self-insure its obligations to City. If Contracting Party’s existing coverage includes a deductible or self-insured retention, the deductible or self-insured retention must be declared to the City. At that time the City shall review options with the Contracting Party, which may include reduction or elimination of the deductible or self-insured retention, substitution of other coverage, or other solutions.

11. The City reserves the right at any time during the term of this Agreement to change the amounts and types of insurance required by giving the Contracting Party ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Contracting Party, the City will negotiate additional compensation proportional to the increased benefit to City.

12. For purposes of applying insurance coverage only, this Agreement will be deemed to have been executed immediately upon any party hereto taking any steps that can be deemed to be in furtherance of or towards performance of this Agreement.

13. Contracting Party acknowledges and agrees that any actual or alleged failure on the part of City to inform Contracting Party of non-compliance with any insurance requirement in no way imposes any additional obligations on City nor does it waive any rights hereunder in this or any other regard.

14. Contracting Party will renew the required coverage annually as long as City, or its employees or agents face an exposure from operations of any type pursuant to this agreement. This obligation applies whether the agreement is canceled or terminated for any reason. Termination of this obligation is not effective until City executes a written statement to that effect.

15. Contracting Party shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Proof that such coverage has been ordered shall be submitted prior to expiration. A coverage binder or letter from Contracting Party’s insurance agent to this effect is acceptable. A certificate of insurance and an additional insured endorsement is required in these specifications applicable to the renewing or new coverage must be provided to City within five (5) days of the expiration of coverages.

16. The provisions of any workers’ compensation or similar act will not limit the obligations of Contracting Party under this agreement. Contracting Party expressly agrees not to use any statutory immunity defenses under such laws with respect to City, its employees, officials, and agents.

17. Requirements of specific coverage features, or limits contained in this section are not intended as limitations on coverage, limits or other requirements nor as a waiver of any coverage normally provided by any given policy. Specific reference to a 75 CLICK HERE to Return to Agenda
Exhibit E

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given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be limiting or all-inclusive.

18. These insurance requirements are intended to be separate and distinct from any other provision in this Agreement and are intended by the parties here to be interpreted as such.

19. The requirements in this Exhibit supersede all other sections and provisions of this Agreement to the extent that any other section or provision conflicts with or impairs the provisions of this Exhibit.

20. Contracting Party agrees to be responsible for ensuring that no contract used by any party involved in any way with the project reserves the right to charge City or Contracting Party for the cost of additional insurance coverage required by this agreement. Any such provisions are to be deleted with reference to City. It is not the intent of City to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against City for payment of premiums or other amounts with respect thereto.

21. Contracting Party agrees to provide immediate notice to City of any claim or loss against Contracting Party arising out of the work performed under this agreement.

City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City. 76 CLICK HERE to Return to Agenda
Exhibit F

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Exhibit F
Indemnification
F.1 Indemnity for the Benefit of City.
a. Indemnification for Professional Liability. When the law establishes a professional standard of care for Contracting Party’s Services, to the fullest extent permitted by law, Contracting Party shall indemnify, and hold harmless City and any and all of its officials, employees, and (“Indemnified Parties”) from and against any and all claims, losses, liabilities of every kind, nature, and description, damages, injury (including, without limitation, injury to or death of an employee of Contracting Party or of any subcontractor), costs and expenses of any kind, whether actual, alleged or threatened, including, without limitation, incidental and consequential damages, court costs, attorneys’ fees, litigation expenses, and fees of expert consultants or expert witnesses incurred in connection therewith and costs of investigation, to the extent same are caused in whole or in part by any negligent or wrongful act, error or omission of Contracting Party, its officers, agents, employees or subcontractors (or any entity or individual that Contracting Party shall bear the legal liability thereof) in the performance of professional services under this agreement. With respect to the design of public improvements, the Contracting Party shall not be liable for any injuries or property damage resulting from the reuse of the design at a location other than that specified in Exhibit A without the written consent of the Contracting Party.
b. Indemnification for Other Than Professional Liability. Other than in the performance of professional services and to the full extent permitted by law, Contracting Party shall indemnify, and hold harmless the Indemnified Parties from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including, without limitation, incidental and consequential damages, court costs, attorneys’ fees, litigation expenses, and fees of expert consultants or expert witnesses) incurred in connection therewith and costs of investigation, where the same arise out of, are a consequence of, or are in any way attributable to, in whole or in part, the performance of this Agreement by Contracting Party or by any individual or entity for which Contracting Party is legally liable, including but not limited to officers, agents, employees, or subcontractors of Contracting Party. c. Indemnity Provisions for Contracts Related to Construction (Limitation on Indemnity). Without affecting the rights of City under any provision of this agreement, Contracting Party shall not be required to indemnify and hold harmless City for liability attributable to the active negligence of City, provided such active negligence is determined by agreement between the parties or by the findings of a court of competent jurisdiction. In instances where City is shown to have been actively negligent and where City’s active negligence accounts for only a percentage of the liability involved, the obligation of Contracting Party will be for that entire portion or percentage of liability not attributable to the active negligence of City. Contracting Party shall reimburse City for reasonable defense costs incurred.
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Exhibit F

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d. Indemnification Provision for Design Professionals.

1. Applicability of this Section F.1(d). Notwithstanding Section F.1(a) hereinabove, the following indemnification provision shall apply to a Contracting Party who constitutes a “design professional” as the term is defined in paragraph 3 below.

2. Scope of Indemnification. When the law establishes a professional standard of care for Contracting Party’s Services, to the fullest extent permitted by law, Contracting Party shall indemnify and hold harmless City and any and all of its officials, employees, and agents (“Indemnified Parties”) from and against any and all losses, liabilities of every kind, nature, and description, damages, injury (including, without limitation, injury to or death of an employee of Contracting Party or of any subcontractor), costs and expenses, including, without limitation, incidental and consequential damages, court costs, reimbursement of attorneys’ fees, litigation expenses, and fees of expert consultants or expert witnesses incurred in connection therewith and costs of investigation, to the extent same are caused by any negligent or wrongful act, error or omission of Contracting Party, its officers, agents, employees or subcontractors (or any entity or individual that Contracting Party shall bear the legal liability thereof) in the performance of professional services under this agreement. With respect to the design of public improvements, the Contracting Party shall not be liable for any injuries or property damage resulting from the reuse of the design at a location other than that specified in Exhibit A without the written consent of the Contracting Party.

3. Design Professional Defined. As used in this Section F.1(d), the term “design professional” shall be limited to licensed architects, registered professional engineers, licensed professional land surveyors and landscape architects, all as defined under current law, and as may be amended from time to time by Civil Code § 2782.8.

F.2 Obligation to Secure Indemnification Provisions. Contracting Party agrees to obtain executed indemnity agreements with provisions identical to those set forth herein this Exhibit F, as applicable to the Contracting Party, from each and every subcontractor or any other person or entity involved by, for, with or on behalf of Contracting Party in the performance of this Agreement. In the event Contracting Party fails to obtain such indemnity obligations from others as required herein, Contracting Party agrees to be fully responsible according to the terms of this Exhibit. Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. This obligation to indemnify and defend City as set forth in this Agreement are binding on the successors, assigns or heirs of Contracting Party and shall survive the termination of this Agreement. 78 CLICK HERE to Return to Agenda
Prepared by
Gillis + Panichapan Architects, Inc.

February 26, 2020
2019/2020 Needs Assessment for the La
Quinta Maintenance Facility Campus
Master Plan
City of La Quinta
DRAFT
ATTACHMENT 3
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City of La Quinta- Corporate Yard Needs Assessment Report www.gparchitects.org
DRAFT

TABLE OF CONTENTS

PROJECT INTRODUCTION

EXECUTIVE SUMMARY

INTRODUCTION

GOALS AND OBJECTIVES

METHODOLOGY

DELIVERABLES

PROJECT TEAM

PROJECT LOCATION

THE EXISTING LOCATION

ASSESSMENT OF EXISTING FACILITIES

THE EXISTING BUILDINGS NOTES AND OBSERVATIONS

SUMMARY OF EXISTING CONDITIONS

SPACE REQUIREMENTS

SPACE NEEDS VALIDATION -- EXISTING, CURRENT, AND FUTURE

ASSIGNABLE (NET) SQUARE FOOT/USABLE NET SQUARE FOOT/GROSS SQUARE FOOT

SUMMARY OF DATA SHEET INFORMATION

SUMMARY PER FUNCTIONAL GROUP

SUMMARY PER SPACE TYPE

EXISTING EMPLOYEE COUNT

EXISTING BUILDING SQUARE FOOTAGE

EXISTING SITE SQUARE FOOTAGE

PROPOSED- PUBLIC WORKS

PROPOSED- FACILITIES

PROPOSED- PARKS/LANDSCAPE

PROPOSED- STREETS

PROPOSED- TRAFFIC

PROPOSED- COMMON AREAS

PROPOSED- FLEET VEHICLES

PROPOSED- SITE
COMPARISON TO 2008 DESIGN CRITERIA, MAINTENANCE YARD MASTER PLAN

SPACE STANDARDS

LEGEND/EXAMPLE

OFFICE STYLE- A/C

OFFICE STYLE- D-F

OFFICE STYLE- G-H

MULTI-PURPOSE ROOM- I

SPACE ADJACENCIES DIAGRAMS

OTHER CONSIDERATIONS

BLOCK DIAGRAMS

SUMMARY

DIAGRAMS

SITE DIAGRAMS

SUMMARY

DIAGRAMS

STATEMENT OF PROBABLE COST

STATEMENT

RECOMMENDATIONS

SUMMARY AND RECOMMENDATIONS
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TABLE OF CONTENTS
i
ONE
01 02
03 03
06 06
TWO
09 10
10 13
THREE
15 16
16 18
19 20
21 22
23 24
26 28
30 32
33 34
35 FOUR
41 42
43 44
45 46
47 FIVE
53 SIX
56 57
SEVEN
58 59
EIGHT
62 NINE
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DRAFT PROJECT INTRODUCTION ONE

EXECUTIVE SUMMARY
Gillis and Panichapan Architects Inc. (GPa) was appointed to complete this facilities assessment to help the City quantify the magnitude and costs of reconfiguring the existing 2.8 acres site for the City of La Quinta Corporate Yard.

The City intends to construct a new corporation yard building to house its Maintenance Office, Crew Quarters, Secondary Emergency Operations Center, and if feasible ambulance services. It is also intended to adjust and/ or modify the related exterior enclosed storage facilities.

The City’s Maintenance Yard Master Plan was originally prepared in 2008 and may or may not represent the current need. In addition to the Maintenance Yard Master Plan prepared in 2008, City staff had prepared a facility needs assessment in 2018 as part of the La Quinta Academy work.

The community is also requesting eight additional pickle ball courts be added to the existing amenities within Fritz Burns Park. Any additional park amenities will require additional parking capacity. GPa will review the existing and proposed uses within the 10-acre shared site to determine if additional pickle ball courts and associated parking can be accommodated and where.

The amount of space determined for the reconfiguration of the City of La Quinta Corporate Yard depended on several key factors, including the number and deployment of staff to be accommodated, expectations of operational needs (levels of service, types of equipment, etc.), allowances made for operational support areas (such as locker rooms, meeting areas, training areas, etc.), the needs for special operational areas, and calculation of circulation and access needed within the site. The computations of these elements were based on a sequence of intensive evaluation beginning with data collection and analysis of each functional group. The data collected were then juxtaposed to long established industry and government standards and refined based on specific operational needs.

The data showcased in this report illustrates the projected quantity as well as square footage and adjacency requirements for each division considering both current and future needs. The report tabulates the data onto charts, translates it into space standards which are then developed into the site diagram that illustrate a more effective and efficient site layout for the future facility. The site diagram is used as the basis for developing a statement of probable costs of the potential future facility.

This allows the City to analyze the needs on an individual functional group basis, and also to examine how individual functional groups together can share amenities (space and resources) for overall efficiency in operations as well as cost effectiveness in building a new facility.

The methods, as well as, the results of the investigation documented in this report demonstrate that the building space offered by the current existing facility is not adequate for the current and future calculated needs for an optimum operational efficiency.

Please note that with each iterative process, the square footage will become more refined and does not necessarily reflect the initial overall square footage depicted in the space requirements charts. This occurs in part to industry standard circulation factor that was applied to the square footage found in the space requirements charts. This circulation factor was refined through the use of central spine (hallway) that minimized the need for additional circulation/hallways. With this, the building square footage was reduced while maintaining the functional needs of the facility.
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ONE PROJECT INTRODUCTION DRAFT

INTRODUCTION
The purpose of this report is to determine the essential current and future program needs for the Corporate Yard Facilities and to quantify the needs for a potential reconfiguration of the facilities.

The assessment was based on the current and future needs of the organization, each of its functional groups, along with requirements of individual staff, and a review of the overall operational needs of the City.

Current and future furnishings, fixtures, and equipment also played a role in tallying space requirements and establishing standards for the requirements of the future campus. The assessment of future needs is intended to accommodate build out of the City as envisioned in the Master Plan.

Currently, the operations functions for the City of La Quinta Corporate Yard are sited within a campus at 78106 Frances Hack Lane. The newly reorganized Corporate Yard- Facilities, Parks/Landscape, Streets, and Traffic Operations compose the current existing campus. Storage for community events as well as backup emergency services storage is currently located on-site and will be a part of the overall needs assessment.

Some of the supervising offices and functional groups are located in City Hall, but with the new reorganization, all of the Corporate Yard will be accommodated at the Corporate Yard site.

The reconfiguration of the facilities can provide an opportunity for the City to consolidate and improve operations, provide efficient and adequate work space for City staff, and better serve its residents.

The Final report will includes a conceptual site block plan based off the future space requirements noted above. While conceptual in nature, the analysis focused on identifying the essential required areas and optimal spatial adjacencies to portray the required potential site parameters. Lastly, the conceptual site plan is used as the basis for developing a preliminary cost estimate to determine the financial feasibility of the new facilities.

The following is a facilities assessment report that examines the overall challenges, programmatic and space needs for the City of La Quinta Corporate Yard to determine a course of action in terms of acquiring a new site that fits with the essential needs of the facilities now and into the future.

This report assesses the conceptual size and configuration of the campus for the existing site:
• Detailed Summary of Office, Shops, Support Spaces, Interior Storage, Exterior Covered Storage and Exterior Open Storage Space Needs (along with associated parking and circulation) • Recommendations for Site Area Required
• Recommendations for Building Area Required
• Preliminary Estimates Cost for Buildings and Site Work (Stage 2/Final Report) 83 CLICK HERE to Return to Agenda
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DRAFT PROJECT INTRODUCTION ONE

GOAL AND OBJECTIVES
The goal of the facilities assessment report is to quantify the amount of space that would be needed to enable the organization to operate more efficiently and effectively to meet the future needs of the City as envisioned in the Master Plan. This following facilities assessment will outline some of the essential requirements associated with the reconfiguration of the City of La Quinta Corporate Yard.

This report will address the upgrades and space needs of the organization at a programmatic level. Key items are assessed and reviewed for overall impact to function and spatial organization for the current and future facility in this report.

The objective of this assessment is to quantify programmatic needs, size and parameters, and to determine an overall scheme that would be most optimal creating a “checklist” of essential requirements for the potential reconfigured site.

METHODOLOGY
In order to correctly identify the spatial requirements of the City of La Quinta Corporate Yard we worked closely with selected team members throughout the facilities assessment process. In the initial meeting, we presented the firm’s planning approach, and over the course of several weeks we conducted several interactive meetings or “workshops” with team members to present and discuss the current and future operational plans.

These workshops helped confirm current and future needs, project expectations, and time-line. Pertinent information for this document was collected through these interactive workshops. In addition, we conducted a tour of the existing facilities and made observations on its current operations, and assessed how current and future needs would integrate optimally and efficiently at the site. We compared our information to the phased plans and existing building information summaries from Design Criteria- Maintenance Yard Master Plan, City of La Quinta, California completed in 2008.

These methods listed below helped identify potential programming solutions for the future facility. • Kick-off meeting
• The assessment was initiated with an introductory meeting with the City representative team members to convey GPa’s programming approach. This meeting established project expectations, product deliverables, and time-line for this stage and the overall needs assessment process beyond. The kickoff meeting was followed concurrently with a facility survey. • Facility Survey
• Prior to the formal reassessment stages, GPa conducted a general survey of the existing spaces and inventory of essential furniture fixtures and equipment for the campus facility. We assessed and documented equipment storage needs indoor and out at the operations portion of the campus to verify and update the 2008 Master plan.
• On an individual staff scale, notably in the administrative functions, we assessed the needs for everyday tasks in terms of space, equipment, and furniture and the relationship to their individual departments.

We assessed requirements for shared space and amenities needed: quantity of staff, conference rooms, equipment and storage requirements and inter-connections between departments. Much of this data was collected through observations and interviews conducted through chosen City representatives.
• On a campus level we investigated site boundaries, zoning, and setbacks would be reviewed to 84 CLICK HERE to Return to Agenda

NEEDS ASSESSMENT

SPACE PROGRAMMING

CONCEPTUAL MASTER PLANNING
STAGE 1 REPORT
STAGE 2 REPORT

EXECUTIVE REPORT & SUMMARYINFORMATION GATHERING

KICK OFF MEETING

FACILITY SURVEY

INTERVIEWS & DOCUMENTATION

WORKSHOPS
BLOCK

DIAGRAMS

CAMPUS PLAN DIAGRAM

BUILDING PLAN DIAGRAM

PRESENTATIONS

WORKSHOPS

CONCEPTUAL MASTER CAMPUS PLAN

CONCEPTUAL FLOOR PLAN

ZONING EGRESS, & CODE REVIEW

STATEMENT OF PROBABLE COST
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ONE PROJECT INTRODUCTION DRAFT
determine the best positioning and areas allocated for
various functions, parking, and circulation areas needed.

We also performed visual assessments on topography,
views, context of the site for program placement. This
brought about the quality and constraints of a specific site to light as it relates to the organization of the new proposed facility on a programmatic level.
• Interviews and Documentation
• Next, we worked interactively with the City assigned
team members to provide an analysis of the current
facility needs. This can be done via conference call
or online meeting coordination. This information was
used to document computed space requirements for
the future facility. For an effective assessment, assigned team members should be representative of all levels
of the organization chart (i.e. Department Head,
Supervisor, and Staff).
• Both existing and projected space needs is provided
in a graphed chart per personnel and department. A
summary each with charts describing needed spaces
per individual department and staff by title and
description, along with projected areas anticipated
would be provided.
• Workshops
• During the process of documentation, organized
workshops were provided to share our findings. We
planned on having two workshops as the programming
document develops. Draft space programming
documents was presented for input and guidance for
iterative refinements.
• The process will provide and review the following:
• Projection of staff levels in administration and
operations to compare
• Suggested work space layout- depict optimal
furniture layout for work areas and individual
personnel areas. Suggested furniture space layout
concepts for common spaces per department and
the overall Department would be provided. Each
space will be correspondingly charted by size, type,
and description. Associated information for parking
tallies for personnel and public spaces will also be
provided.
• Space adjacency- portrays diagrams demonstrating
preferred relationships between each personnel
and/ or respective support spaces.
• Storage needs for Operations: could include
department vehicles, specialized equipment.
• Site Parking requirements and outdoor amenities.
• Needs for use as an agency emergency operations
center.
• Projection of needed public spaces
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DRAFT PROJECT INTRODUCTION ONE
needs, we gathered the information and compiled a space facilities assessment document in the form of data charts that illustrates the current space/area requirements. This information can be found in Section 3– Space Requirements. Both depict required area in square feet. We developed the office space standards to depict typical required room layouts for the future facility (found in Section 4 - Space Standards). We used this information to develop the proposed block diagrams for each functional group illustrating required and ideal space adjacencies. These space adjacencies were then assembled in a site scheme to depict an ideal future campus/ space configuration for the new site.

These block diagrams would convey the ideal size, positioning, and location of spaces drawn to scale.

Individual private offices, open offices, restrooms, storage, and common spaces etc. would be depicted within along with main circulation areas. Distinctions between public and secure personnel space would be depicted along with zones of site circulation corridors, and public and personnel access control. On a site level, it can depict zones of designated parking, secure areas, outdoor storage, and shaded protected zones. • Block Diagram Development (Parti Diagram)
This stage would offer a twofold direction with diagrams depicting how spaces and programs would optimally interconnect:
• Campus Plan Diagram- Provide Layout in context of existing Campus. A new Parti Master Plan placed conceptually on the current site: On top of the current campus plan, we would superimpose a scaled space adjacency diagrams depicting specific spaces in relation to their location and their associated sizes. This would also show the possible scale and configuration of the new footprint on top of the current facility site to provide context for advantages and limitations on the current facility site in terms of space and access.
• Building Diagram Plan (New Administration Building or other buildings): On top of the campus plan, we would provide a detailed space parti diagram for a new administration building space and other buildings if determined needed by the programming documents that have been developed by this stage.
• Presentation and Workshops
• After the completion of the initial block diagrams, we would organize interactive workshops with team members to present them, gather input, and gage reaction during these meetings. Iterative refinements will be made to the diagrams after sessions with the City team. • An associated Conceptual Statement of Probable Cost (SoPC) will be developed for the block diagram scheme based on a current construction cost index on the general proposed building area on a unit cost calculation.
• This will assist the City to decide the best direction to move forward for budget and effectiveness for developing the future facility.
• Final Report
• A final report booklet will be provided to formally organize:
• Colored block diagram layouts drawn to scale: Campus Parti diagram as well as Individual Building Parti Diagram
• Summary of critical needs for the site in terms of clearances, access, minimum sizes, etc. • This report will contain information and assessments that will be the foundation of the development of a formal campus master plan and architectural floor plan. This option would develop the plan that would move forward to the next formal stage of assessment.

DELIVERABLES
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ONE DRAFT
City Manager – City of La Quinta
Assistant to City Manager – City of La Quinta
Public Works Director – City of La Quinta
Management Analyst – City of La Quinta
Project Manager – NAI Consulting
This project includes the following deliverables for the Stage 1 Report:
• Space Needs Validation (See Section 3- Space Requirements) • Space Standards Diagrams (See Section 4- Space Standards)

PROJECT TEAM
We worked closely together with the City of La Quinta and NAI Consulting which reviewed the project progress and provided necessary information pertaining to the project. This team consisted of the following members:

John McMillen
Gil Villalpando
Bryan McKinney
Julie Mignogna
Nick Nickerson
The team of consultants facilitating this study included the following key members:

Jack Panichapan, AIA Principal in Charge, Gillis + Panichapan Architects, Inc.

Miranda Luce Designer, Gillis + Panichapan Architects, Inc.

PROJECT INTRODUCTION
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DRAFT PROJECT INTRODUCTION ONE

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DRAFT PROJECT LOCATION TWO

THE EXISTING LOCATION
The City’s Corporate Yard is located at 78106 Frances Hack Lane. The Existing Corporate Yard accommodated the following operations, which have a citywide service area:
• Streets, Parks, Facilities, and Landscape Maintenance Division • Traffic Operations
• Emergency Services
• Event Storage
• Surplus Storage
• Archive Storage
The existing corporate yard shares a 10-acre site with the Park and Fire Station 32. The Park contains a swimming pool, a playground, an open field, picnic tables and benches, restrooms, 6 tennis courts, 8 pickle ball courts, a skate park, a dog park, off-street parking, and a former fire station that is leased to a private ambulance service. Fire Station 32 was constructed as part of the Corporate Yard Phase I Improvements in 2009 and meets the City’s current standard and need.
scale- n.t.s.

EXISTING AERIAL SITE PLAN

AVENIDA BERMUDAS
52ND AVENUE

FRANCIS HACK LANE
N
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TWOPROJECT LOCATION DRAFT

ASSESSMENT OF EXISTING FACILITIES
The following summary describes the condition of the existing facilities, their respective location on the site, and purpose of each individual building/ structure. GPa obtained information and documents from the original assessment completed in April 2008 by PB Americas, Inc. titled Design Criteria- Maintenance Yard Master Plan, City of La Quinta, California.

With additional analysis and survey, the information in the 2008 document were assessed, updated, and revised based on observations of the current conditions and how they are being used at the present time.

The plans depicted within this report show the updated use of space, the alterations of covered parking, and alterations to the site layout (which will be developed in Stage 2).

THE CORPORATE YARD SITE:

Total Buildings: 10,130sf
Employee, City Vehicle and Visitor Parking: 41,580sf
Yard Storage: 18,618sf
Landscaping and Circulation Allowance: 51,640sf
Total Existing Site Area 2.8 acres

THE EXISTING BUILDINGS NOTES AND OBSERVATIONS
The following is highlighted notes of each of the existing individual buildings’ functions and issues on the existing campus based on GPa’s observations layered on top of diagrams from the original 2008 report.

ADMINISTRATION/PUBLIC WORKS BUILDING
Size: 2,160sf (trailer)
The administration building contains the offices for Corporate Yard. Some of the issues facing the current facility:
• Functional groups are not together and are in disparate spaces. There is not enough communal workspace.
• There is a lack of sufficient common areas.
• Space is not large enough to accommodate restructured Corporate Yard. • There is a lack of storage space.
• Generally, the building is run down and too small.

Replaced with a new 36’ x 60’ trailer.

Size: 2100sf
The new trailer contains a new single user women’s and men’s restroom and open office space. From observation of the plan set:
• There appears to be a lack of sufficient common areas- conference room, multi-purpose room, etc. • There appears to be a lack of storage space.
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DRAFT PROJECT LOCATION TWO

OLD PUBLIC WORKS BUILDING
Size: 2,360sf
This building acts as the general shop and storage for what is now called the Streets and Parks/Landscape functional groups. It also acts as a storage and work shop for Traffic Operations. Some of the issues facing the current facility:
• The building was not meant to act as a storage/warehouse facility. The current space is too small to accommodate the storage needs of the department.
• Makeshift creation of locker areas.
• Overcrowded storage areas, shops, workspaces, and lockers. • Mix of uses and disorganization between the trades sharing work areas with informal boundaries. • Lack of clearances for accommodating safe and adequate work. • Disorganized layout between Functional Area spaces.
• Currently, the warehouse, although organized, is over capacity with materials and equipment stored on pallets outside the building.
• There is not enough clearance for inventory to be moved and organized within the warehouse. • Vendors and customers also have problems identifying a formal location for check-in and receiving. • In the Shop - No room for large prints- furnishings and equipment need to be constantly moved around to accomplish daily tasks.
• Ceiling height not tall enough to stack additional supplies with the use of a forklift.

EMT BUILDING – OLD FIRE STATION
Size: 5,160sf
This building is rented out to the City’s EMT services. GPa was not able to survey and observe the interior condition of the building. The City has approved the potential demolition of this structure. EMT Services tenants to be relocated.

SHIPPING CONTAINER STORAGE
Size: 1,840sf
The City currently uses 5 shipping containers to house surplus storage. Some of the issues facing the current facility:
• Overcrowded/disorganized storage areas.
• Mix of uses and disorganization between the trades sharing work areas with informal boundaries. • Lack of clearances for accommodating safe and adequate work. • Disorganized layout between Division spaces.

TOOL STORAGE
Size: 320sf
The City currently use a shipping container to house all the functional groups’ tools. Some of the issues facing the current facility:
• Overcrowded/disorganized storage areas.
• Mix of uses and disorganization between the trades sharing work areas with informal boundaries. • Disorganized layout between Division spaces.
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STOP
STOP
SIGNAL
SIGNAL
AHEAD
AHEAD

FRANCIS HACK LANE

AVENIDA BERMUDAS
52ND AVENUE

DEACON DRIVE WEST

FIRE STATION

EXISTING
ADMIN

BUILDING
(~2,160 SF)

EXISTING
SHOP &

STORAGE
(~2,360 SF)

EXISTING EMT

BUILDING
(~5,610 SF)

EXISTING
TOOL

STORAGE
(~320 SF)

EXISTING

STORAGE
(~1,840 SF)
CELL
TOWER
24 9
4 6 7
8 9
7 9
4 EXISTING

PAINT STORAGE
(~112 SF)

EXISTING

MATERIAL BIN

STORAGE
(~550 SF)

EXISTING

DRYING BED
(~1,800 SF)

OVERALL CAMPUS PLAN
Scale : 1" = 100'-0"
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TWOPROJECT LOCATION DRAFT

PAINT STORAGE
Size: 112sf
This building is currently used as paint storage for all functional groups. Some of the issues facing the current facility:
• Overcrowded/disorganized storage areas.
• Mix of uses and disorganization between the trades sharing work areas with informal boundaries. • Disorganized layout between Division spaces.
scale- n.t.s.

EXISTING AERIAL SITE PLAN N
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DRAFT PROJECT LOCATION TWO

EXISTING COVERED PARKING
The existing covered canopies are in good condition. Currently, these areas are large enough to accommodate the current and future fleet vehicle parking needs of the City. These structures are to remain in place and the proposed solution to be developed around the existing canopy layout, if possible.

SUMMARY OF EXISTING CONDITIONS
Much of the lack of space and inefficient configuration in the City’s current facility resulted over many decades of doing what was needed to accomplish daily tasks within the constraints of the existing infrastructure as the needs of the City grew and evolved. The existing facilities at the site met the codes at the time of the original construction but do not meet current codes, are in poor condition, and are not large enough to accommodate current and future needs.

This facilities assessment will provide the City a map and guideline to develop a master plan that can be organized into a well-planned strategy for future growth at the existing site to prevent many of the inefficiencies currently occurring today and better prepare for the evolving future of operations. 94 CLICK HERE to Return to Agenda
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TWOPROJECT LOCATION DRAFT

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DRAFT SPACE REQUIREMENTS THREE
SPACE NEEDS VALIDATION – EXISTING, CURRENT, AND FUTURE
The previous section describes existing deficiencies within the current facilities. The space needs validation section categorizes the space for the current and future facility needs and documents the results through the following charts. The space needs depicted in the charts are classified in three distinct categories, existing, current, and future.
“Existing” represents the amount of space the existing facilities provide as of the preparation of this report. (This designation is not depicted in the following charts- “existing” is usually depicted for context in a facility that considers the option of expansion and renovation within their existing site/ building(s).
“Current” represents the space needed to satisfy the current level of staffing while allowing for operational growth based on the GPa review of the City Facilities. “Future” identifies the total (or incremental) space that would be needed based on future staffing projections provided by the City’s executive management team. Future staffing projections were developed based on potential areas of growth or changes in business requirements, but are utilized only for space planning purposes.

The Space Needs Validation Assessment is composed of charting area requirements that are used in creating space standards for each type of space respective of each department for the City.

SPACE STANDARD
The space standards were developed in several iterative stages from the industry standards to meet the City’s needs. The development of space standards has been a result of (a) review of existing operational requirements and working conditions of each person, (b) consideration of existing and projected activities, (c) analysis of established standards in use in other agencies, (d) consideration of future trends and the needs and flexibility and adaptability to new activities, and (e) discussion with the various members and personnel of the City.

COMPUTATION OF SPACE REQUIREMENTS
The calculation of space requirements for each of the functions and operations in the department was accomplished in large part by applying space standards to the staff levels or to the projected support areas required to perform Department functions.

The requirement details are tabulated on data sheets for each Functional Group. These detail sheets show items, space standards used, projected quantities, and appropriate square footage requirements at each of the projection levels.
*Please refer to the following pages.
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THREE SPACE REQUIREMENTS DRAFT

ASSIGNABLE (NET) SQUARE FOOT / USABLE NET SQUARE FOOT / GROSS SQUARE FOOT

ASSIGNABLE (NET) SQUARE FOOT
In the following space conversions, the floor area allocated to required labeled rooms/ spaces/ items is called “Assignable Sq. Ft.”

USABLE NET SQUARE FOOT
To this a “unit circulation” allowance is added, which produces the “Usable Net Sq. Ft.” for that unit. The unit circulation allows for interior circulation paths, which may be open/ informal or may be designed as walled/ formal inner corridors inside a unit.

The main corridors of the building, and the other areas which are not assignable to the users in the office suites, is generally part of the net-to-gross addition. The usable net sq. ft. omits major corridors, elevator shafts, mechanical shafts, exterior and interior wall thicknesses, structural elements, mechanical and equipment rooms, and other non-user specific elements of the building.

To account for this necessary addition, it is customary to use a factor by which the net square footage is increased, called, variously, “the efficiency,” or “net-to-gross,” or “gross-up” factor for the building. This can be expressed as a multiplier (like 1.25, a multiplier applied to the net sq. ft. to arrive at the gross) or as a ratio percentage (like 80%, the ratio of the net sq. ft. to the final gross sq. ft.). In this project we suggest using the typical net-to-gross multiplier of 1.25. However, note there are many examples of building design in which a greater or lesser efficiency is achieved. One certain situation where a greater multiplier is used is in an industrial space standard where a multiplier of up to 1.6 is used in some cases to account for clearances in equipment and machinery. Another variable is the use of atriums or greater skin-to-floor-area ratio, which lowers efficiency; when atrium space is not listed in a net allowance, it must be accounted for in a higher gross-up. Use of simpler, linear design typically increases the efficiency.

As a general rule, to allow for various contingencies, it is typical for space programmers to use lower efficiencies in the earlier planning of the building, so that the space layout team (the building designers and architects) have more latitude to work with.

SUMMARY OF DATA SHEET INFORMATION
The following are Summary Validation Form Data Sheets:

SUMMARY PER FUNCTIONAL GROUP: The following chart depicts Total Area required per Functional Group summary. This chart summary shows the total area required for each individual department at the current year of this assessment (2019) along with anticipated current employees. It also includes possible future employee growth to account for the potential space.

SUMMARY PER SPACE TYPE: Type of Overall Spaces required per Functional Group summary: This summary depicts spaces subdivided by labeled space type respectively to the area needed for each functional group.

For each department a proportion is depicted on the amount of space needed under seven labeled space types: office1, office2, office-plumbing, warehouse, shop/storage, covered canopy, and exterior spaces. The description of each space type can be found in the following pages. 97 CLICK HERE to Return to Agenda
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DRAFT SPACE REQUIREMENTS THREE
The following charts provide a detailed list of spaces required by each individual functional group and their associated spaces. Each functional group is reflected with its own individual chart tallying all the anticipated spaces required for building interior and site requirements. The charts are then subdivided into categories: job title and respective office space needed, common areas and/ or support areas for the functional group, and the related site and parking requirements.

It is beneficial to note that the projection of future staff in each functional group will not necessarily increase the overall space proportionally to the projected growth of personnel. There are areas designated as support spaces or common areas that are shared among the staff or across functional groups. These spaces may be designated as conference rooms, lunch rooms, training rooms, etc. and are used intermittently among various personnel as well as functional groups.

These charts rely on office standard diagrams located in the following pages to provide a visual concept of what type of space and their associated layout is needed for each department. Between looking at the data sheets and the office standard diagrams one can obtain the general scope and size of each functional group based on the current and projected staff.

LEGEND FOR THE CHARTS
For an additional explanation of each category below please refer to the following pages.

Group 1: Projections
Existing, Current, and Future
Group 2: Space Type
OFF1 = Office (Typical Office Space)
OFF2 = Office (Office Type II)
OFF-P = Office (Plumbing)
CC = Covered Canopy
EX = Exterior Space
SH/STO = Shop
WH = Warehouse
Group 3: Office Type
PO = Private Office
WS = Work Station
Group 4: General
CIRC = Circulation Factor
SF = Square Feet
DEPT = Department
FT = Full Time Personnel
PT = Part Time Personnel
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Project Corporate Yard Needs Assessment & Conceptual Master Plan Client: City of La Quinta
Department
EmployeeVisitorCurrentFutureCurrentFuture
463 146 2 0 2 0 1,350 0
1,518 907 5 1 6 1 2,700 450
401 1,207 6 1 7 1 3,150 450
2,807 135 6 2 8 1 3,150 900
800 1,223 0 5 5 1 0 2,700
1,869 3,361
41,580 -5,760
52,944 1,425
60,801 8,403 19 9
28 4 10,350 4,500
41,580 -5,760
SF
ACRES

2.75 ACRES ACRES
119,874 121,968

2.80 SITE AREA: SF SF
Summary Validation Form Listing by Department
14,850
35,820

EMPLOYEE & VISITOR PARKING

EMPLOYEE & VISITOR PARKING AREA

CITY OF LA QUINTA FLEET PARKING AREA
City of La Quinta Fleet
Parking
Area
Total Area per
Department
Total Head
Count
Head
Count
Current Function (2019)FutureCurrent Function (2019)

GRAND TOTAL
AREA:

Fleet Parking
Future
Total Parking
Parks/Landscape
Public Works
Facilities
DRAFT

PROPOSED EXISTING
Traffic
32 28
Streets
TOTAL AREA PER 69,204
DEPARTMENT: 1.59

EMPLOYEE
Common Areas
Site
Gillis + Panichapan Architects, Inc.

Data Valid as of 12/6/2019
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THREE SPACE REQUIREMENTS DRAFT

SUMMARY PER FUNCTIONAL GROUP
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Project Corporate Yard Needs Assessment & Conceptual Master Plan Client: City of La Quinta
Department
Office1 Office2 Office-P Warehouse Shop/
Storage
Covered
Canopy
Exterior
Parking
Exterior
Spaces
609 0 0 0 0 0 1,350 0
794 0 0 880 750 0 3,150 0
828 0 0 480 300 0 3,600 0
862 0 0 880 1,200 0 4,050 0
623 0 0 800 600 0 2,700 0
Common Areas 888 1,563 1,630 0 781 368 0 0
Fleet Parking 0 0 0 0 0 0 35,820 0
Site 0 0 0 0 0 0 5,207 49,163
4,603 1,563 1,630 3,040 3,631 368 55,877 49,163
GRAND TOTAL AREA: SF 2.75 Acres
OFF1 = OFFICE (Typical Office Space)
OFF2 = OFFICE (Office Type II)
OFF-P = OFFICE (Plumbing)
CC = COVERED CANOPY
EX = EXTERIOR SPACE
PO = PRIVATE OFFICE
SP = SEMI-PRIVATE OFFICE
WS = WORK STATION
SH = SHOP
ST = STORAGE
WH = WAREHOUSE
CIRC = CIRCULATION FACTOR
SF = SQUARE FEET
DEPT = DEPARTMENT
LEGEND
Summary Validation Form Listing by Department
DRAFT
119,874
Public Works
Parks/Landscape
Streets
Facilities
Traffic
Total Area per Space Type

TOTAL REQUIRED AREA PER
SPACE TYPE:

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DRAFT SPACE REQUIREMENTS THREE

SUMMARY PER SPACE TYPE
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Project Corporate Yard Needs Assessment & Conceptual Master Plan Client: City of La Quinta

EXISTING EMPLOYEES
Job Title
Existing
Employees

FUNCTIONAL GROUP

PARKS/LANDSCAPE
Foreman 1
Parks Worker 1
Maintenance II 1
Maintenance I 2
Total Personnel for Dept: 5
Job Title
Existing
Employees

STREETS
Streets Analyst 1
Foreman 1
Maintenance II 2
Maintenance I 2
Total Personnel for Dept: 6
Total Existing Personnel: 11
Summary Validation Form Listing by Department
DRAFT
Comments
Comments
Gillis + Panichapan Architects, Inc.

Data Valid as of 12/6/2019
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THREE SPACE REQUIREMENTS DRAFT

EXISTING EMPLOYEE COUNT
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Project Corporate Yard Needs Assessment & Conceptual Master Plan Client: City of La Quinta
Summary Validation Form Listing by Department
DRAFT

EXISTING BUILDINGS/SPACES
Buildings/Spaces
Current
Program
Existing Admin Building
Streets Analyst Office 144
Foreman Office 120
Foreman Office 120
Shift Lead Office 120
Training Room 255
Lunch Room 160
Restroom 100
Lobby/Waiting Area 400
Conference Room 205
Circulation 536
Total SF for Existing Buildings: 2,160 SF
Building/Spaces
Current
Program
Existing Shop & Storage
Sign/Equipment Shop 960
Storage 100
Traffic Control Storage 1000
Circulation 300
Total SF for Existing Shop & Storage
Buildings: 2,360 SF
Buildings/Spaces
Current
Program
* See Site Plan for location
Existing EMT Building 5610
Total SF for Existing Buildings: 5,610 SF
Total SF for Existing Buildings: 10,130
* Higher Grade
* See Site Plan for location
Comments
SF
Comments
Comments
* 2-3 people in office
* 5 people in office
* 3 people in office
* Higher Grade
* Seats 6-8 people
Gillis + Panichapan Architects, Inc.

Data Valid as of 12/6/2019
Needs Assessment - Conceptual Master Plan
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DRAFT SPACE REQUIREMENTS THREE

EXISTING BUILDING SQUARE FOOTAGE
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Project Corporate Yard Needs Assessment & Conceptual Master Plan Client: City of La Quinta
Summary Validation Form Listing by Department
DRAFT
Site
Current
Program
Cell Tower 500
Paint Storage 112
Tool Storage 320
Material Bin Storage 546
Drying Bed 1800
Storage 1840
Laydown Area 3500
Site Circulation 10000
Total SF for Site: 18,618 SF
Net Area:

Parking
CurrentSpace TypeTypical SFCirculationCurrent
Comments
Vehicle
Extra Small Equipment 0 CC 100 2.25 0 10' x 10'
Small Vehicle 29,700 CC 200 2.25 66 10' x 20'
Regular Vehicle 0 CC 300 2.25 0 12' x 25'
Medium Vehicle 9,450 CC 420 2.25 10 12' x 35'
Large Vehicle 2,430 CC 540 2.25 2 12' x 45'
Total SF for EXISTING PARKING: 41,580 78
TOTAL EXISTING SF: 70,328 SF
*including employee &
fleet vehicle parking
* needs canopy
* must remain in place
Comments
Gillis + Panichapan Architects, Inc.

Data Valid as of 12/6/2019
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EXISTING SITE SQUARE FOOTAGE
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Project:

Client: City of La Quinta
Functional Group Head: Al Berumen (Interim)

PUBLIC WORKS
Job Title
CurrentFutureSpace TypeOffice TypeOffice StyleTypical SFCirculationCurrentFuture Comments

PUBLIC WORKS
Deputy Director 1 0 OFF1 PO A 250 1.25 313 0 *Audio-Visual Needs Management Assistant 1 0 OFF1 PO D 120 1.25 150 0
Total Personnel for Dept: 2 0
Total Office SF for Dept: 463 0
SF
*See attached office standards for more information
Support Space
CurrentFutureSpace TypeOffice TypeOffice StyleTypical SFCirculationCurrentFuture Comments
Copier / Fax Area 0 1 OFF1 25 1.35 0 34 *Centralized w/ all Functional Groups File & Storage 0 1 OFF1 75 1.50 0 113
Conference Rooms 0 0 OFF1 0 1.25 0 0 * See Common Areas Total Support Space SF for Dept: 0 146
SF
Exterior Parking
CurrentFutureSpace TypeTypical SFCirculationCurrentFuture Comments
Employees 2 0 EX 200 2.25 900 0
Visitors 1 0 EX 200 2.25 450 0 1 visitor per 10 employees Total Exterior Parking 1,350 0
SF
TOTAL AREA REQUIRED FOR PUBLIC WORKS: 1,813 146
SF
463
Net Area:

Net Area:

Net Area:
1,959
Corporate Yard Needs Assessment & Conceptual
Master Plan DRAFT
1,350
146
Gillis + Panichapan Architects, Inc.

Data Valid as of 12/6/2019
Needs Assessment - Conceptual Master Plan
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PUBLIC WORKS
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DRAFT SPACE REQUIREMENTS THREE
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Project:

Client: City of La Quinta
Functional Group Head: Alfred Berumen

FACILITIES
Job Title
CurrentFutureSpace TypeOffice TypeOffice StyleTypical SFCirculationCurrentFuture Comments
FACILITIES *Audio-Visual Needs
Facilities/Equipment Analyst 1 0 OFF1 PO C 144 1.25 180 0 Close proximity to crew M & O Technician 1 0 OFF1 WS E 64 1.35 86 0 Crew Room Setup Maintenance II 1 0 OFF1 WS G 25 1.35 34 0 Crew Room Setup Maintenance I 2 1 OFF1 WS G 25 1.35 68 34 Crew Room Setup Total Personnel for Dept: 5 1
Total Office SF for Dept: 368 34
SF
*See attached office standards for more information
Support Space
CurrentFutureSpace TypeOffice TypeOffice StyleTypical SFCirculationCurrentFuture Comments
Copier / Fax Area 0 1 OFF1 50 1.35 0 68 *Centralized w/ all Functional Groups File & Library 0 1 OFF1 100 1.50 0 150
Supply Storage 0 1 OFF1 80 1.35 0 108 *Centralized w/ all Functional Groups Misc. Crew Room Space 0 1 OFF1 50 1.35 0 68
Shop Area
General Shop 1 0 SH 500 1.50 750 0
Warehouse/Storage
Paint Storage 0 1 WH 150 1.60 0 240
Tool Storage 0 1 WH 150 1.60 0 240
Surplus Storage 1 0 WH 250 1.60 400 0
Multi-Purpose Room 0 0 OFF1 0 1.25 0 0 * See Common Areas Conference Rooms 0 0 OFF1 0 1.25 0 0 * See Common Areas Locker Room 0 0 OFF-P 0 1.25 0 0 * See Common Areas
Shower Room 0 0 OFF-P 0 1.25 0 0 * See Common Areas
Total Support Space SF for Dept: 1,150 873
SF
Net Area:

Net Area:
401
2,023
Corporate Yard Needs Assessment & Conceptual
Master Plan DRAFT
Gillis + Panichapan Architects, Inc.

Data Valid as of 12/6/2019
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THREE SPACE REQUIREMENTS DRAFT
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Project:

Client: City of La Quinta
Functional Group Head: Alfred Berumen

FACILITIES
Corporate Yard Needs Assessment & Conceptual
Master Plan DRAFT
Exterior Parking
CurrentFutureSpace TypeTypical SFCirculationCurrentFuture Comments
Employees 5 1 EX 200 2.25 2250 450 * See Fleet Parking
Visitors 1 0 EX 200 2.25 450 0 1 visitor per 10 employees Total Exterior Parking 2,700 450
SF
TOTAL AREA REQUIRED FOR FACILITIES: 4,218 1,357
SF
LEGEND
A = 17'-6" X 14'
B = Not Used
C = 12' X 12'
D = 12' X 10'
E = 8' X 8'
F = 8' X 5'
G = 5' X 5'
5,574
Net Area:
3,150
Gillis + Panichapan Architects, Inc.

Data Valid as of 12/6/2019
Needs Assessment - Conceptual Master Plan
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FACILITIES
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DRAFT SPACE REQUIREMENTS THREE
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Project:

Client: City of La Quinta
Functional Group Head: Dianne Hanson

PARKS/LANDSCAPE
Job Title
CurrentFutureSpace TypeOffice TypeOffice StyleTypical SFCirculationCurrentFuture Comments
PARKS/LANDSCAPE *Audio-Visual Needs
Parks/Landscape Analyst 1 0 OFF1 PO C 144 1.25 180 0 Close proximity to crew Foreman 1 0 OFF1 WS E 64 1.35 86 0 Crew Room Setup
Parks Worker 1 0 OFF1 WS G 25 1.35 34 0 Crew Room Setup Maintenance II 1 0 OFF1 WS G 25 1.35 34 0 Crew Room Setup Maintenance I 2 1 OFF1 WS G 25 1.35 68 34 Crew Room Setup Total Personnel for Dept: 6 1
Total Office SF for Dept: 401 34
SF
*See attached office standards for more information
Support Space
CurrentFutureSpace TypeTypical SFCirculationCurrentFuture Comments
Copier / Fax Area 0 1 OFF1 50 1.35 0 68 *Centralized w/ all Functional Groups File & Library 0 1 OFF1 100 1.50 0 150
Supply Storage 0 1 OFF1 80 1.35 0 108 *Centralized w/ all Functional Groups Misc. Crew Room Space 0 1 OFF1 50 1.35 0 68
Shop Area
General Shop 0 1 SH 200 1.50 0 300
Warehouse
Paint Storage 0 1 WH 150 1.60 0 240
Tool Storage 0 1 WH 150 1.60 0 240
Laydown Area 0 0 EX 0 1.25 0 0 * See Site Areas
Multi-Purpose Room 0 0 OFF1 0 1.25 0 0 * See Common Areas Conference Rooms 0 0 OFF1 0 1.25 0 0 * See Common Areas Locker Room 0 0 OFF-P 0 1.25 0 0 * See Common Areas
Shower Room 0 0 OFF-P 0 1.25 0 0 * See Common Areas
Total Support Space SF for Dept: 0 1,173
SF
Corporate Yard Needs Assessment & Conceptual Master
Plan DRAFT
435
1,173
Net Area:

Net Area:

Gillis + Panichapan Architects, Inc.

Data Valid as of 12/6/2019
Needs Assessment - Conceptual Master Plan
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PARKS/LANDSCAPE
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Project:

Client: City of La Quinta
Functional Group Head: Dianne Hanson

PARKS/LANDSCAPE
Corporate Yard Needs Assessment & Conceptual Master
Plan DRAFT
Exterior Parking
CurrentFutureSpace TypeTypical SFCirculationCurrentFuture Comments
Employees 6 1 EX 200 2.25 2,700 450 * See Fleet Parking Visitors 1 0 EX 200 2.25 450 0 1 visitor per 10 employees Total Exterior Parking 3,150 450
SF
TOTAL AREA REQUIRED FOR PARKS/LANDSCAPE: 3,551 1,657
SF
LEGEND
A = 17'-6" X 14'
B = Not Used
C = 12' X 12'
D = 12' X 10'
E = 8' X 8'
F = 8' X 5'
G = 5' X 5'
5,208
3,600
Net Area:

Gillis + Panichapan Architects, Inc.

Data Valid as of 12/6/2019
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PARKS/LANDSCAPE
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DRAFT SPACE REQUIREMENTS THREE
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Project:

Client: City of La Quinta
Functional Group Head: James Lindsey

STREETS
Job Title
CurrentFutureSpace TypeOffice TypeOffice StyleTypical SFCirculationCurrentFuture Comments
STREETS *Audio-Visual Needs
Streets Analyst 1 0 OFF1 PO C 144 1.25 180 0 Close proximity to crew Foreman 1 0 OFF1 WS E 64 1.35 86 0 Crew Room Setup
Maintenance II 2 0 OFF1 WS G 25 1.35 68 0 Crew Room Setup Maintenance I 2 2 OFF1 WS G 25 1.35 68 68 Crew Room Setup Total Personnel for Dept: 6 2
Total Office SF for Dept: 401 68
SF
*See attached office standards for more information
Support Space
CurrentFutureSpace TypeOffice TypeOffice StyleTypical SFCirculationCurrentFuture Comments
Copier / Fax Area 1 0 OFF1 50 1.35 68 0 *Centralized w/ all Functional Groups File & Library 1 0 OFF1 100 1.50 150 0
Supply Storage 1 0 OFF1 80 1.35 108 0 *Centralized w/ all Functional Groups Misc. Crew Room Space 0 1 OFF1 50 1.35 0 68
Shop Area
General Shop 1 0 SH 400 1.50 600 0
Signage Shop 1 0 SH 400 1.50 600 0
Warehouse
Paint Storage 1 0 WH 150 1.60 240 0
Tool Storage 1 0 WH 150 1.60 240 0
Storage 1 0 WH 250 1.60 400 0
Laydown Area 0 0 EX 0 1.25 0 0 * See Site Areas
Multi-Purpose Room 0 0 OFF1 0 1.25 0 0 * See Common Areas Conference Rooms 0 0 OFF1 0 1.25 0 0 * See Common Areas Locker Room 0 0 OFF-P 0 1.25 0 0 * See Common Areas
Shower Room 0 0 OFF-P 0 1.25 0 0 * See Common Areas
Total Support Space SF for Dept: 2,406 68
SF
Corporate Yard Needs Assessment & Conceptual
Master Plan DRAFT
Net Area:

Net Area:
469
2,473
Gillis + Panichapan Architects, Inc.

Data Valid as of 12/6/2019
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Project:

Client: City of La Quinta
Functional Group Head: James Lindsey
Summary Validation Form Listing by Department
Corporate Yard Needs Assessment & Conceptual
Master Plan DRAFT
Exterior Parking
CurrentFutureSpace TypeTypical SFCirculationCurrentFuture Comments
Employees 6 2 EX 200 2.25 2,700 900 * See Fleet Parking Visitors 1 0 EX 200 2.25 450 0 1 visitor per 10 employees Total Exterior Parking 3,150 900
SF
TOTAL AREA REQUIRED FOR STREETS: 5,957 1,035
SF
LEGEND
A = 17'-6" X 14'
B = Not Used
C = 12' X 12'
D = 12' X 10'
E = 8' X 8'
F = 8' X 5'
G = 5' X 5'
6,992
4,050
Net Area:

Gillis + Panichapan Architects, Inc.

Data Valid as of 12/6/2019
Needs Assessment - Conceptual Master Plan
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STREETS
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DRAFT SPACE REQUIREMENTS THREE
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Project:

Client: City of La Quinta
Functional Group Head:

TRAFFIC
Job Title
CurrentFutureSpace TypeOffice TypeOffice StyleTypical SFCirculationCurrentFuture Comments
TRAFFIC *Audio-Visual Needs
Traffic Analyst 0 1 OFF1 PO C 144 1.25 0 180 Close proximity to crew Traffic Signal Supervisor 0 1 OFF1 WS E 64 1.35 0 86 Crew Room Setup Signal Technican II 0 1 OFF1 WS F 40 1.25 0 50 Crew Room Setup Technician 0 2 OFF1 WS F 40 1.25 0 100 Crew Room Setup
Total Personnel for Dept: 0 5
Total Office SF for Dept: 0 416
SF
*See attached office standards for more information
Support Space
CurrentFutureSpace TypeOffice TypeOffice StyleTypical SFCirculationCurrentFuture Comments
Copier / Fax Area 0 1 OFF1 50 1.35 0 68 *Centralized w/ all Functional Groups File & Library 0 1 OFF1 25 1.50 0 38
Supply Storage 0 1 OFF1 25 1.35 0 34 *Centralized w/ all Functional Groups Misc. Crew Room Space 0 1 OFF1 50 1.35 0 68
Shop Area
Traffic/Electrical Shop 0 1 SH 400 1.50 0 600 *Climate Control Warehouse
Storage 1 0 WH 500 1.60 800 0 Secure area
Multi-Purpose Room 0 0 OFF1 0 1.25 0 0 * See Common Areas Conference Rooms 0 0 OFF1 0 1.25 0 0 * See Common Areas Locker Room 0 0 OFF-P 0 1.25 0 0 * See Common Areas
Shower Room 0 0 OFF-P 0 1.25 0 0 * See Common Areas
Total Support Space SF for Dept: 800 806
SF
416
Net Area:

Net Area:
1,606
Summary Validation Form Listing by Department
Corporate Yard Needs Assessment & Conceptual Master Plan DRAFT Gillis + Panichapan Architects, Inc.

Data Valid as of 12/6/2019
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TRAFFIC
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Project:

Client: City of La Quinta
Functional Group Head:

TRAFFIC
Summary Validation Form Listing by Department
Corporate Yard Needs Assessment & Conceptual Master Plan DRAFT Exterior Parking
CurrentFutureSpace TypeTypical SFCirculationCurrentFuture Comments
Employees 0 5 EX 200 2.25 0 2,250
Visitors 0 1 EX 200 2.25 0 450
Total Exterior Parking 0 2,700
SF
TOTAL AREA REQUIRED FOR STREETS: 800 3,923
SF
LEGEND
A = 17'-6" X 14'
B = Not Used
C = 12' X 12'
D = 12' X 10'
E = 8' X 8'
F = 8' X 5'
G = 5' X 5'
2,700
Net Area:
4,723
Gillis + Panichapan Architects, Inc.

Data Valid as of 12/6/2019
Needs Assessment - Conceptual Master Plan
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TRAFFIC
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DRAFT SPACE REQUIREMENTS THREE
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Project:

Client: City of La Quinta

COMMON AREAS
Area:

CurrentFutureSpace TypeTyp. SFCirculationCurrentFuture
Comments
Lobby Area 1 0 OFF2 100 1.50 150 0
Mail Room 0 1 OFF1 50 1.25 0 63
IT Server Room 0 1 OFF2 120 1.35 0 162
Copier/Supply Room 0 0 OFF1 0 1.50 0 0 See Functional Groups Multi-Purpose/Lunch Room 1 0 OFF2 650 1.25 813 0 24 SF per person x 28 people- Backup EOC Multi-Purpose/Lunch Room- Storage 0 1 OFF1 100 1.35 0 135 ADA Public Restroom 1 1 OFF-P 80 1.25 100 100
Men 0 3 OFF-P 80 1.25 0 300
Women 0 3 OFF-P 80 1.25 0 300
Locker Room 0 36 OFF1 10 1.35 0 486
10 sf per person - 28 people plus 30%; M=30,
W=6
Shower Room 0 4 OFF-P 80 1.25 0 400 M = 3, W = 1
Laundry (Washer/Dryer) 0 1 OFF1 120 1.25 0 150
Clean Uniform 0 1 OFF1 30 1.35 0 41
Soil Uniform 0 1 OFF1 10 1.35 0 14
Conference Rooms 0
Conference Room - 4 people 0 0 OFF1 144 1.35 0 0 12' x 12' Conference Room - 8 people 0 0 OFF2 228 1.35 0 0 12' x 19' Conference Room - 12 people 1 0 OFF2 325 1.35 439 0 13' x 25'- Audio-Visual Needs Conference Room - 16 people 0 0 OFF2 450 1.35 0 0 15' x 30' Pantry 1 0 OFF-P 150 1.50 225 0
Vending Room 1 0 OFF-P 50 1.50 75 0
Outdoor Lunch Area/Patio 0 1 CC 200 1.50 0 300
Ice Machine 1 0 CC 50 1.35 68 0
Drinking Fountain 0 1 OFF-P 50 1.35 0 68
Janitor Closet 0 1 OFF-P 50 1.25 0 63
Fire Riser Room 0 1 SH 25 1.25 0 31
Electrical Room 0 1 SH 200 1.25 0 250
Mechanical Room 0 1 SH 200 1.25 0 250
Utility Room 0 1 SH 200 1.25 0 250
Total Common Area SF: 1,869 3,361
SF
Summary Validation Form Listing by Department
5,230
Net Area:

Corporate Yard Needs Assessment & Conceptual
Master Plan DRAFT
Gillis + Panichapan Architects, Inc.

Data Valid as of 12/6/2019
Needs Assessment - Conceptual Master Plan
16 of 18

COMMON AREAS
City of La Quinta- Corporate Yard Needs Assessment Report

Page 32 of 67 ends

THREE SPACE REQUIREMENTS DRAFT
113 CLICK HERE to Return to Agenda
Project:

Client: City of La Quinta

FLEET PARKING
Item
Existing*Current & Future**Space TypeTypical SFCirculationExistingCurrent & Future Comments
Vehicle
Extra Small Vehicle 0 1 CC 100 2.25 0 225 10' x 10'
Small Vehicle 66 -8 CC 200 2.25 29,700 -3,600 10' x 20' Regular Vehicle 0 8 CC 300 2.25 0 5,400 12' x 25'
Medium Vehicle 10 -8 CC 420 2.25 9,450 -7,560 12' x 35' Large Vehicle 2 0 CC 540 2.25 2,430 0 12' x 45'
Total SF for FLEET PARKING: 78 -7 41,580 -5,760
SF
*existing fleet vehicle parking spaces
**based on the list & comments provided by Julie Mignogna on 9/30/19 & 10/17/19 Corporate Yard Needs Assessment & Conceptual Master
Plan DRAFT
35,820
Net Area:

Gillis + Panichapan Architects, Inc.

Data Valid as of 12/6/2019
Needs Assessment - Conceptual Master Plan
17 of 18

FLEET VEHICLES
City of La Quinta- Corporate Yard Needs Assessment Report www.gparchitects.org Page 33 of 67

DRAFT SPACE REQUIREMENTS THREE
114 CLICK HERE to Return to Agenda
Project:

Client: City of La Quinta
SITE
Item
CurrentFutureSpace TypeTypical SFCirculationCurrentFuture Comments
Drying Bed
30'd x 30'w 4 0 CC 430 2.25 3,870 0
Material Bins
Streets
Concrete 1 0 CC 127 2.25 286 0 9'4"d x 13'8"w x 6'4"h
Green Waste -Tree/Mulch 1 0 CC 127 2.25 286 0 9'4"d x 13'8"w x 6'4"h Mulch 1 0 CC 127 2.25 286 0 9'4"d x 13'8"w x 6'4"h
Sand 1 0 CC 77 2.25 173 0 9'4"d x 8'4"w x 6'4"h
Surplus 1 0 CC 46 2.25 104 0 9'4"d x 5'w x 6'4"h
Lay-down Areas
Parks/Landscape 0 1 EX 300 2.25 0 675 10'd x 100'w
Streets 1 0 EX 300 2.25 675 0 20'd x 100'w
Traffic 1 0 EX 1500 2.25 3,375 0 20'd x 100'w
Trash Enclosure
Trash Bins 2 0 CC 30 2.25 135 0
Recycle Bins
General Recycle Bins 1 0 CC 30 2.25 68 0
MISC
Cell Tower 1 0 EX 400 1.25 500 0
Propane Tank 1 0 EX 50 1.25 63 0
Emergency Generator 0 1 EX 400 1.25 0 500
Landscape Area 1 0 EX 10,000 1.00 10,000 0
Mechanical Equipments 1 0 EX 3,000 1.25 3,750 0
Electrical Equipments 1 0 EX 1,500 1.25 1,875 0
Gates 2 1 EX 200 1.25 500 250
Pedestrian Walkway 1 0 EX 5,000 1.00 5,000 0
Site Circulation 1 0 EX 12,000 1.00 12,000 0
Allowance 1 0 EX 10,000 1.00 10,000 0
52,944 1,425
SF
54,369
Net Area:

Corporate Yard Needs Assessment & Conceptual Master Plan DRAFT Gillis + Panichapan Architects, Inc.

Data Valid as of 12/6/2019
Needs Assessment - Conceptual Master Plan
18 of 18
SITE
City of La Quinta- Corporate Yard Needs Assessment Report

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THREE SPACE REQUIREMENTS DRAFT
115 CLICK HERE to Return to Agenda
City of La Quinta- Corporate Yard Needs Assessment Report www.gparchitects.org Page 35 of 67

DRAFT SPACE REQUIREMENTS THREE
SPACE REQUIREMENTS- COMPARISON TO 2008 DESIGN CRITERIA, MAINTENANCE

YARD MASTER PLAN FOR THE CITY OF LA QUINTA, CALIFORNIA
The 2008 Design Criteria, Maintenance Yard Master Plan, City of La Quinta, California was planned to accommodate the following operations:
• Public Works Maintenance Services Divisions
• Code Enforcement
• Animal Control
• Emergency Services
• Community Services
• Human Resources
However, with reorganization of the City departments in October 2019, the Corporate Yard will now only accommodate the following operations:
• Functional Groups-
• Facilities
• Parks/Landscape
• Streets
• Traffic
Though fewer departments will be accommodated at the site, the 2008 Design Criteria only planned for 18 total employees. With the growth and projection of the City Operations in 2019, the Corporate Yard will now need to house 28 employees. An additional 10 planned employees will increase the size of the overall facility.

The City operates in a way that the 2008 Design Criteria no longer supports. As multiple interviews and surveys have uncovered, the City would like separation of its Functional Groups within the Corporate Yard – separation of warehouse space, shop space and office space. The 2008 Design Criteria portrayed the operations as a continuous unit with very little division by functional group. It has been determined that this is not the ideal method of operation. For instance, foremen are no longer grouped together, rather the foreman are placed with their field workers. The office standard and model has therefore shifted to accommodate this change in operation. Each functional group has additional support space assigned to accommodate administrative and technical services; some of this program – copy/printer area and supply storage – will be consolidated. (See Space Requirement charts for a breakdown of the support spaces).

Due to this operational change, the Maintenance Office/Crew square footage depicted in the 2008 Design Criteria is insufficient to accommodate the current and future needs of the City. Based on the City of La Quinta’s current operation, the 2008 Design Criteria has some programmatic items that no longer serve the City’s operations and therefore, are not accounted for in the 2019 Needs Assessment- • Wellness Center- (No longer desired, cost savings to remove from Needs Assessment) • Vehicle Maintenance Bay- (City contracts out, cost savings to continue operation as is) • Shop/Warehouse Space- (Now divided by functional group) • Fuel & Wash- (City contracts out vehicle washing, only one vehicle uses the CNG fueling stationSweeper, no need to increase fuel positions or fuel island based on current/future operation) • Other Canopy Covered Areas- (Now included in lay-down areas and functional groups’ storage/ warehouse space)
• Vehicle/Equipment Parking- (Planned for 63 fleet vehicles vs. 71 fleet vehicles needed now) • Employee/Visitor Parking- (Planned for 49 employee/visitor vs. 32 employee/visitor parking needed now)
• Bunkers- (Planned for too many material types- 11 bunkers vs. 5 bunkers) • Yard Storage/Lay-down Area- (too small)
• Dumpsters/Staging Area- (too small)
116 CLICK HERE to Return to Agenda

FUNCTIONAL REQUIREMENTS
Module A (64 square feet)
Module B (120 square feet)
workstation A
8'-0"
8'-0"
Modular Partition
12'-0"
City of La Quinta- Corporate Yard Needs Assessment Report

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THREE SPACE REQUIREMENTS DRAFT
• Container Storage- (to be moved to Functional Groups’ Storage/Warehouse space) • Emergency Generator- (Portable, accommodated in fleet vehicle parking) • Hazmat Storage- (Removed from Needs Assessment, no longer part of operations) • Diesel Fuel Tank- (Removed from Needs Assessment, no longer part of operations) • Gasoline Tank- (Removed from Needs Assessment, no longer part of operations)

SPACE STANDARDS (FUNCTIONAL REQUIREMENTS)
The space allocated per job title has changed based off of current/future operation. The following is a breakdown of the 2008 Design Criteria office styles and common areas square footage as well as the 2019 Needs Assessment office styles and common areas square footage.

The 2008 Design Criteria provided 4 office styles- (See below by PB Americas, Inc.) • Module A- 64 sf (Foreman)
• Module B- 120 sf (Clerk/Reception)
• Module C- 168 sf (Not Used)
• Module D- 224 sf (Manager)
There is no office style space allocated for the field workers.

The 2008 Design Criteria will provide the following additional spaces- • Conference Rooms
• 8 person- 216 sf
• Crew/Lunch Room/Training- 750 sf
• Accommodate up to 35 occupants
• Vending/Kitchenette- 224 sf
• Laundry Room- 75 sf
117 CLICK HERE to Return to Agenda
Design Criteria Maintenance Yard Plan

Page 3 ends

Module B (120 square feet)
workstation A
Modular Partition
workstation B
12'-0"
10'-0"
Modular Partition

FUNCTIONAL REQUIREMENTS
Maintenance Yard Plan Design Criteria
La Quinta, California Page 3.3
Module C (168 square feet)
Module D (224 square feet)
offfice A
14'-0"
12'-0"
Credenza Desk
Filing Cabinet Shelving
office B
18'-0"
Credenza
Filing Cabinet Shelving
Desk
12'-0"
City of La Quinta- Corporate Yard Needs Assessment Report www.gparchitects.org Page 37 of 67

DRAFT SPACE REQUIREMENTS THREE
118 CLICK HERE to Return to Agenda
City of La Quinta- Corporate Yard Needs Assessment Report

Page 38 of 67 ends

DRAFT
The 2019 Needs Assessment will provide 6 office types. Space was determined based off of operation and job title. (See Section 4 Space Standards)
• Office Style A- 250 sf (Director)
• Office Style B (Not Used)
• Office Style C- 144 sf (Facilities/Equipment Analyst, Parks/Landscape Analyst, Streets Analyst, Traffic Analyst)
• Office Style D- 120 sf (Executive Assistant)
• Office Style E- 64 sf (M&O Technician, Parks/Landscape Foreman, Streets Foreman, Traffic Signal Supervisor)
• Office Style F- 40 sf (Signal Technician II, Technician) • Office Style G- 25 sf (Facilities- Maintenance II & I, Parks/Landscape- Parks Worker & Maintenance II & I, Streets- Maintenance II & I) The 2019 Needs Assessment will provide the following additional spaces. (See Section 4 Space Standards) • Conference Rooms
• 8 person- 228 sf
• 12 person- 325 sf
• Multi-Purpose/Lunch Room- 496 sf
• Accommodate up to 42 occupants
• Pantry- 150 sf
• Vending Room- 50 sf
• Ice Machine- 50 sf
• Clean Uniform- 30 sf
• Soiled Uniform- 10 sf

THREE SPACE REQUIREMENTS
119 CLICK HERE to Return to Agenda
City of La Quinta- Corporate Yard Needs Assessment Report www.gparchitects.org Page 39 of 67

DRAFT SPACE REQUIREMENTS THREE

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THREE SPACE REQUIREMENTS DRAFT

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City of La Quinta- Corporate Yard Needs Assessment Report www.gparchitects.org Page 41 of 67

DRAFT SPACE STANDARDS FOUR

SPACE STANDARDS
Space standards are in the form of plan diagrams found in the following section. This offers a visual guide of the current space needs respective of each Functional Group at the facilities in the form of plan layouts. This section expands on the description of the deficiencies on the current facilities from Section Two to provide individual “room” solutions in the form of office standard space plans to address and provide a visual reference to the needs of individual staff and common area space layouts.

Standard space standard plans were developed to respond directly to the current and future needs of the facilities.

In conjunction with industry standards for office layouts, these standardized layouts provided are based on interviews, discussions, observations, and workshops with staff and personnel. Each workstation and space layout is based specifically on what is needed to optimize work flow and interconnectivity for the organization.

Using the information gathered we attempted to standardize the specific areas based on the future needs of the department and future growth.

These plans are subject to change based on the on-going development of the design and additional changes requested by the city.

Depicted in this section, are typical office layouts representing the size and type of space needed for the staff to perform daily work activities. The standard spaces take into consideration necessary furniture and equipment needed by the staff and to project the required space needed.

TYPICAL SPACE STANDARDS:
• Office (private and workstation)
• Conference Rooms
• Multi-Purpose/Training/Lunch Room
122 CLICK HERE to Return to Agenda
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FOUR SPACE STANDARDS DRAFT

LEGEND/EXAMPLE
scale- 1/8” = 1’-0
123 CLICK HERE to Return to Agenda
City of La Quinta- Corporate Yard Needs Assessment Report www.gparchitects.org Page 43 of 67
DRAFT
scale- 1/8” = 1’-0

SPACE STANDARDS FOUR

OFFICE STYLE- A/C
124 CLICK HERE to Return to Agenda

OFFICE STYLE- D-F
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FOUR SPACE STANDARDS DRAFT
scale- 1/8” = 1’-0
125 CLICK HERE to Return to Agenda
City of La Quinta- Corporate Yard Needs Assessment Report www.gparchitects.org Page 45 of 67

DRAFT SPACE STANDARDS FOUR

OFFICE STYLE- G/H
scale- 1/8” = 1’-0
126 CLICK HERE to Return to Agenda
City of La Quinta- Corporate Yard Needs Assessment Report

Page 46 of 67 ends

FOUR SPACE STANDARDS DRAFT

MULTI-PURPOSE ROOM- I
scale- 1/16” = 1’-0
127 CLICK HERE to Return to Agenda
City of La Quinta- Corporate Yard Needs Assessment Report www.gparchitects.org Page 47 of 67

DRAFT SPACE STANDARDS FOUR

WAREHOUSE/SHOP SUPPORT AREAS

TRAFFIC TRAFFIC

RESTROOMS,

SHOWERS,

LOCKERS &

SUPPORT AREAS

OFFICE AREA

PARKS/LANDSCAPE

COMMON AREAS

OFFICE AREA

FACILITIES

OFFICE AREA

STREETS STREETS

WAREHOUSE/SHOP SUPPORT AREAS

OFFICE AREA

PUBLIC WORKS

BUILDING SUPPORT AREAS

CONFERENCE ROOMS
& SUPPORT SPACES

MULTI-PURPOSE/LUNCH
& SUPPORT SPACES

EMPLOYEES/VISITOR

PARKING

FLEET VEHICLE

PARKING
PATIO

SPACE ADJACENCIES DIAGRAM
LOBBY
ADA
RR
128 CLICK HERE to Return to Agenda
City of La Quinta- Corporate Yard Needs Assessment Report

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FOUR SPACE STANDARDS DRAFT

SPACE ADJACENCIES DIAGRAMS

OFFICE SUPPORT AREAS

ANALYST

FOREMAN

FIELD WORKERS

PARKS/LANDSCAPE

WAREHOUSE/SHOP SUPPORT AREAS

OFFICE SUPPORT AREAS

ANALYST

FOREMAN

FIELD WORKERS

FACILITIES

WAREHOUSE/SHOP SUPPORT AREAS

WH/SHOP

PUBLIC WORKS

OFFICE SUPPORT
AREAS

DIRECTOR

EXECUTIVE

ASSISTANT
129 CLICK HERE to Return to Agenda
City of La Quinta- Corporate Yard Needs Assessment Report www.gparchitects.org Page 49 of 67

DRAFT SPACE STANDARDS FOUR
OFFICE

SUPPORT
AREAS

ANALYST

FOREMAN

TECHNICIANS

TRAFFIC

WAREHOUSE/SHOP SUPPORT AREAS

OFFICE SUPPORT AREAS

ANALYST

FOREMAN

FIELD WORKERS

STREETS

WAREHOUSE/SHOP SUPPORT AREAS

WH/SHOP

SPACE ADJACENCIES DIAGRAMS
130 CLICK HERE to Return to Agenda
City of La Quinta- Corporate Yard Needs Assessment Report

Page 50 of 67 ends

FOUR SPACE STANDARDS DRAFT

SPACE ADJACENCIES DIAGRAM
LOBBY
ADA
RR
MEN’S RESTROOM LOCKERS

IT SERVER
F.R.

ELECTRICAL MECHANICAL

UTILITY
SHOWER
SOILED
CLEAN
D.F.

WOMEN’S RESTROOM J.C.

COPY/
MAIL
CONFERENCE RM (8)
CONFERENCE RM (12)

MULTI-PURPOSE/LUNCH
PATIO

ICE VENDING PANTRY

COMMON AREAS
131 CLICK HERE to Return to Agenda
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DRAFT

PAGE INTENTIONALLY LEFT BLANK

SPACE STANDARDS FOUR
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DRAFT

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FOUR SPACE STANDARDS
133 CLICK HERE to Return to Agenda
City of La Quinta- Corporate Yard Needs Assessment Report www.gparchitects.org Page 53 of 67

DRAFT OTHER CONSIDERATIONS FIVE

OTHER CONSIDERATIONS
During the assessment and programming of the existing site for the City of La Quinta Corporate Yard, Gillis and Panichapan Architects investigated the feasibility of adding additional pickle ball courts within the 10-acre site shared by the Maintenance Facility. The community expressed a desire for eight pickle ball courts. Any additional park amenities would require additional parking; therefore, Gillis and Panichapan Architects, Inc. also looked into the feasibility of adding additional parking.

Through investigation, Gillis and Panichapan Architects determined the ideal location of the proposed pickle balls court. The criteria for selection included the following:
• Proximity to existing courts
• Proximity to existing seating areas
• Usable park space
• Feasibility of increased parking
The proposed location of the additional pickle ball courts is located near the existing pickle ball courts and adjacent to the seating area in the park. Pickle ball is a social sport; proximity to the other courts was crucial in our selection as well as the proximity to any existing seating areas. The proposed location, also leaves a large swath of land intact. This allows the park greater flexibility in program.

Due to the increase in pickle ball courts, the existing under-served parking was adjusted to include 14 new parking stalls. The placement of the parking allows the existing canopy shading the dog park entry to remain undisturbed and utilized space that was underused prior to this configuration.

Please see the following page for the proposed pickle ball and parking layout. * The City plans to engage an in-depth analysis of the current park and its amenities. 134 CLICK HERE to Return to Agenda
STOP
STOP
SIGNAL
SIGNAL
AHEAD
AHEAD

FRANCIS HACK LANE

AVENIDA BERMUDAS
52ND AVENUE

DEACON DRIVE WEST

FIRE STATION

EXISTING
ADMIN

BUILDING
(~2,160 SF)

EXISTING
SHOP &

STORAGE
(~2,360 SF)

EXISTING EMT

BUILDING
(~5,610 SF)

EXISTING
TOOL

STORAGE
(~320 SF)

EXISTING

STORAGE
(~1,840 SF)
CELL
TOWER
24 9
4 6 7
8 9
7 9
4 EXISTING

PAINT STORAGE
(~112 SF)

EXISTING

MATERIAL BIN

STORAGE
(~550 SF)

EXISTING

DRYING BED
(~1,800 SF)

OVERALL CAMPUS PLAN
Scale : 1" = 100'-0"
City of La Quinta- Corporate Yard Needs Assessment Report

Page 54 of 67 ends

FIVE OTHER CONSIDERATIONS DRAFT
scale- n.t.s.

PROPOSED PICKLE BALL COURT LOCATION N
1 1
2 2

PROPOSED PICKLE BALL COURTS LOCATION
PROPOSED PARKING- 14 NEW STALLS
135 CLICK HERE to Return to Agenda
City of La Quinta- Corporate Yard Needs Assessment Report www.gparchitects.org Page 55 of 67

DRAFT OTHER CONSIDERATIONS FIVE

PAGE INTENTIONALLY LEFT BLANK
136 CLICK HERE to Return to Agenda

FACILITIES
WAREHOUSEPAINT STORAGE
150 SF
P/L
WAREHOUSEPAINT STORAGE
150 SF
ST
WAREHOUSEPAINT STORAGE
150 SF

PAINT STORAGE- LOCATED ON SITE PLAN
177'-0"
72'-0"
11'-6" 71'-0"
LEGEND:

COMMON AREAS

PUBLIC WORKS

FACILITIES

PARKS/LANDSCAPE

STREETS

TRAFFIC
* PAINT STORAGE LOCATION- SHOWN ON SITE PLAN
GENERAL NOTES:

This document and the structure
depicted herein are the copyrighted
property of, and may not be
reproduced in any form without
express written permission of,
Gillis+Panichapan Architects, Inc.

Gillis + Panichapan Architects, Inc.2900 BRISTOL STREET COSTA MESA CALIFORNIA 92626 FAX (714) 668-4265 SUITE G-205 TEL (714) 668-4260
architecture
planning
interior

ORPORATE YARD
DATE: 10/29/19

PROGRESS

DRAWINGS
TY OF LA QUINTA DATE: DATE:

DATE:

OCK DIAGRAM- PROPOSED
City of La Quinta- Corporate Yard Needs Assessment Report

Page 56 of 67 ends

DRAFT

SUMMARY
The following block diagram conveys space adjacency depicting the possible spatial configuration of each individual functional group. These diagrams are based on the combination of office standard diagrams and the space needs validation assessment data charts depicted in the previous sections.

Although similar to reading a floor plan, these are not meant to be viewed as such. Unlike floor plans space adjacency diagrams offer no information and/or limitations regarding egress requirements, site, structure, or infrastructure that would be typically addressed in a floor plan. The individual required spaces are depicted to scale to show their relative size and their preferred adjacencies and are subject to change once the conditions just mentioned are factored in further design development.

The main goal of the block diagram is to provide a scaled guide to depict the necessary and preferred adjacencies between required spaces. On top of providing an organization structure, they provide a visual guide on the quantity, size and scope of each individual functional group. This serves mainly as a placeholder for each functional group to enable them to quantify their individual overall spatial footprints.

SIX BLOCK DIAGRAMS
137 CLICK HERE to Return to Agenda

FACILITIES
WAREHOUSEPAINT STORAGE
150 SF
P/L
WAREHOUSEPAINT STORAGE
150 SF
ST
WAREHOUSEPAINT STORAGE
150 SF

PAINT STORAGE- LOCATED ON SITE PLAN
177'-0"
72'-0"
105'-0" 72'-0"
11'-6" 71'-0"
LEGEND:

COMMON A

PUBLIC WOFACILITIESPARKS/LAN

STREETS

TRAFFIC
* PAINT STORAGE LO
GENERAL NOTES:

TOTAL BUILDING AR

FUNCTIONAL GROUP

TRAFFIC CONTROL A
FACILITIES AREA:

PARKS/LANDSCAPE
STREETS AREA:
* OFFICE AREA AND
01 A-1.4

BLOCK DIAGRAM- PROPOSED
Scale : 1/16" = 1'-0"
0' 8'
SCALE: 1/16" = 1'-0"
16' 16'

CORPORAT

CITY OF L
A-1.4

SW W NW
SE
E
NE
N
S

BLOCK DIAGRAM

WAREHOUSE/SHOP

TRAFFIC
123
915 SF

WAREHOUSE/SHOP

FACILITIES
122
960SF

LOCKER/SHOWER

RESTROOM
117
1,340 SF

SOILED ROOM
CLEAN/
120
130 SF

LAUNDRY
121
130 SF
J.C.
118
50 SF
ELEC.

ROOM
116
200 SFMECH.

ROOM
115
200 SF

UTILITY
ROOM
114
195 SF
PANTRY
113
220 SF
CREW RM.

TRAFFIC
124
340 SF

TRAFFIC

ANALYST
125
144 SF

ANALYST

FACILITIES
127
144 SF

FACILITIES
CREW RM.
126
360 SF
OFFICE
EX. ASST.
100
120 SF
LOBBY
AREA
101
105 SF
CONF.ROOM
128
325 SF

ADA PUBLIC

RESTROOM
129
80 SF
AREA

COPY/SUPPLY
103
455 SF

DIRECTOR
DEPUTY
102
250 SF ROOM

MULTI-PURPOSE
105
760 SF
ROOM

IT SERVER
104
115 SF

PARKS/LANDSCAPE

WAREHOUSE/SHOP
112
560 SF

WAREHOUSE/SHOP

STREETS
111
1,200 SF
CREW RM.

PARKS/L
107
360 SF

PARKS/L

ANALYST
108
144 SF

STREETS

ANALYST
110
144 SF

STREETS
CREW RM.
109
360 SF STORAGE

MULTI-PURPOSE
106
195 SF
PATIO

OUTDOOR
131200

VENDING/

ICE AREA
119
120 SF

CORRIDOR
130
LEGEND:

COMMON A

PUBLIC WOFACILITIESPARKS/LAN

STREETS

TRAFFIC
* PAINT STORAGE LO
GENERAL NOTES:

TOTAL BUILDING AR

FUNCTIONAL GROUP

TRAFFIC CONTROL A
FACILITIES AREA:

PARKS/LANDSCAPE
STREETS AREA:
* OFFICE AREA AND
01 A-1.4

BLOCK DIAGRAM- PROPOSED
Scale : 1/16" = 1'-0"

FACILITIES
WAREHOUSEPAINT STORAGE
150 SF
P/L
WAREHOUSEPAINT STORAGE
150 SF

PAINT STORAGE- LOCATED O
177'-0"
105'-0" 72'-0"

BLOCK DIAGRAM- PROPOSED
Scale : 1/16" = 1'-0"
0' 8'
SCALE: 1/16" = 1'-0"
16' 32'
City of La Quinta- Corporate Yard Needs Assessment Report www.gparchitects.org Page 57 of 67

DRAFT BLOCK DIAGRAMS SIX

BLOCK DIAGRAMS
138 CLICK HERE to Return to Agenda
'-0"
KEY NOTES:

EMPLOYEE/VISITOR PARKING NEEDS: 32
EXISTING PROVIDED: 37
01 PROPOSED DISTRICT VEHICLE PARKING: 71
ACTUAL PROVIDED: 72
02 03
04 05
06 PROPOSED ACCESS ROAD
PROPOSED VISITOR/HANDICAP PARKING: 21
PROPOSED LAYDOWN AREA- TRAFFIC 1500 SF
FUTURE- 2040 SF
TOTAL- 3540 SF
PROPOSED LAYDOWN AREA- FACILITIES 300 SF
FUTURE- 350 SF
TOTAL- 650 SF
07 08 PROPOSED ADDITIONAL PAINT STORAGE
PROPOSED LAYDOWN AREA- PARKS/L 300 SF
FUTURE- 350 SF
TOTAL- 650 SF
09 PROPOSED CANOPY FOR MATERIAL BINS
10 EXISTING CELL TOWER TO REMAIN
11 PROPOSED NO PARKING SPACE- EMERGENCY

ACCESS BACK-UP AREA
LEGEND:

PROPOSED ADDITIONAL FLEET VEHICLE PARKING
10'X20' 4
12'X25' 9
TOTAL 13
(4,800 SF)

PARKING COUNT
PROPOSED LAYDOWN AREA 2100 SF
#
FURTURE LAYDOWN AREA- 2740 SF
PROPOSED RE-STRIPED FLEET VEHICLE PARKING:
10'X20' 14
(3,400 SF)

PROPOSED NO PARKING SPACE
PROPOSED COVERED CANOPY 2555 SF
CANOPY FOR FLEET VEHICLES 4380 SF
Gillis+P
This docum
depicted h
property o
reproduce
express wr
Gillis+Pani
C All Righ
architecture
planning
interior

PROGRESS

DEACON DRIVE WEST
City of La Quinta- Corporate Yard Needs Assessment Report

Page 58 of 67 ends

SEVEN SITE DIAGRAMS DRAFT

SUMMARY
The following site block diagrams depict a proposed optimal layout of each functional group facility in the context of the existing site conveying both the administrative and operations side of the facility. This provides a potential site layout based on the space needs identified from the block diagrams.

Organizing this information into the site diagram provides the City with an organizational spine for a future design scheme and master plan to future improvements of the City of La Quinta Corporate Yard.

KEY ADVANTAGES TO CONSIDER:
• A CLEAN SLATE FOR OPTIMAL PLANNING. A campus can be planned optimally for growth, flexibility, and evolution decades into the future aligned with predictions, aspirations, and goals of the City. This new facility would be updated to all current energy and building codes. • PHASING AND EFFICIENCY OF WORK FLOW. Start the construction at a separate part of the site to provide some level of business continuity. Move everyone into the new facility while the rest of the program is developed.
• MULTIPLE ACCESS POINTS. Efficiency of site circulation requires multiple points of entry and exit. Creating a new access road to the East would allow opportunity for an efficient system of circulation for Operations.

ISSUES THAT REMAIN:
• SITE INFRASTRUCTURE: Further evaluation is needed regarding how site infrastructure would be impacted in terms of access and costs. Existing electrical, water, sanitary, vehicular and equipment access will play a role in the costs and feasibility of reconfiguring the site.
• COVERED CANOPY FOR FLEET VEHICLES: The City needs to
determine if all fleet vehicle should be covered or not. Due to the climate, UV protection is desirable. However, the cost of infrastructure and the need for the pedestrian access bridge must be analyzed prior to decision making. If the City determines that the pedestrian access bridge is required, the covered canopies for the fleet vehicles conflict and could not be used.
• PEDESTRIAN ACCESS TO PARK: GPa has determined the best placement for the pedestrian accessway along the north side of the Corporate Yard. This location minimizes impact on the existing infrastructure and fleet vehicle parking requirements.

However, though impact is minimal it is important to note that the Corporate Yard loses a portion of its laydown area, ~500sf. The City must decide if losing the laydown area square footage outweighs the possible benefit of adding a pedestrian accessway from the existing employee/visitor parking area. Also, the pedestrian accessway reduces the number of 12’x25’ parking stalls from 9 to 8. The City will need to determine if the loss of this parking spot is acceptable. • ENTITLEMENT AND COMMUNITY IMPACT. Consideration of time and cost for getting a campus of this size reviewed and approved through the entitlement process.

The reconfigured site should minimize impacts
to the community and the environment.
139 CLICK HERE to Return to Agenda
32 9
5 6 7
8 9
7 9
4 9
4 VAN
20'-0" ~45'-0"
10'-0"
26'-0"
25'-0"
12'-0"
7 10'-0"
20'-0"
~35'-0"
14 10'-0"
20'-0"
01 A-1.3

CORPORATE YARD SITE PLAN- PROPOSED

PROPOSED BUILDING
12,500SF
10 09
07 06
05 01
08 02
0' 20' 60'
SCALE: 1" = 60'-0"
03 04

FRANCIS HACK LANE

DEACON DRIVE WEST
11 E
- SHOWN ON SITE PLAN
12500 SF
REAKDOWN*-
1399 SF
1464 SF
1064 SF
1704 SF

OUSE/SHOP INCLUDED
Gillis+Panichapan Architects, Inc.

This document and the structure
depicted herein are the copyrighted
property of, and may not be
reproduced in any form without
express written permission of,
Gillis+Panichapan Architects, Inc.

Gillis + Panichapan Architects, Inc.2900 BRISTOL STREET COSTA MESA CALIFORNIA 92626 FAX (714) 668-4265 SUITE G-205 TEL (714) 668-4260
architecture
planning
interior

CORPORATE YARD
DATE: 10/29/19

PROGRESS
DRAWINGS CITY OF LA QUINTA DATE: DATE:

DATE:

A-1.4

SW W NW
SE
E
NE
S
N

BLOCK DIAGRAM- PROPOSED
01 A-1.3

CORPORATE YARD SITE PLAN- PR
0' 16' 32'
SCALE: 1/32" = 1'-0"
64'
City of La Quinta- Corporate Yard Needs Assessment Report www.gparchitects.org Page 59 of 67

DRAFT SITE DIAGRAMS SEVEN
SITE DIAGRAM- OPTION 1
140 CLICK HERE to Return to Agenda
32 9
5 6 7
8 9
7 9
4 8
4 VAN
20'-0" ~45'-0"
10'-0"
26'-0"
25'-0"
12'-0"
14 7
10'-0"
20'-0"
~35'-0"
01 A-1.3

CORPORATE YARD SITE PLAN- PROPOSED

PROPOSED BUILDING
12,500SF
10 09
07 06
05 01
08 02
0' 20' 60'
SCALE: 1" = 60'-0"
03 04

FRANCIS HACK LANE

DEACON DRIVE WEST
11 12
01 A-1.3

CORPORATE YARD SITE PLAN- PROPOSED
0' 16' 32'
SCALE: 1/32" = 1'-0"
64'

FACILITIES
WAREHOUSEPAINT STORAGE
150 SF
P/L
WAREHOUSEPAINT STORAGE
150 SF
ST
WAREHOUSEPAINT STORAGE
150 SF

PAINT STORAGE- LOCATED ON SITE PLAN
177'-0"
72'-0"
11'-6" 71'-0"
LEGEND:

COMMON AREAS

PUBLIC WORKS

FACILITIES

PARKS/LANDSCAPE

STREETS

TRAFFIC
* PAINT STORAGE LOCATION- SHOWN ON SITE PLAN
GENERAL NOTES:

TOTAL BUILDING AREA: 12500 SF
FUNCTIONAL GROUP AREA BREAKDOWN*-
TRAFFIC CONTROL AREA: 1399 SF
FACILITIES AREA: 1464 SF
PARKS/LANDSCAPE AREA: 1064 SF
STREETS AREA: 1704 SF
* OFFICE AREA AND WAREHOUSE/SHOP INCLUDED
Gillis+Panichapan Archit
This document and the struc
depicted herein are the cop
property of, and may not be
reproduced in any form with
express written permission of
Gillis+Panichapan Architect
C All Rights ReservedJOB NO.: 3910
DRAWN BY: STAFF
Gillis + Panichapan Architects, Inc.
architecture
planning
interior

CORPORATE YARD
DATE: 10/29/19

PROGRESS
DRAWINGS CITY OF LA QUINTA DATE:

A-1.4

SW W NW
SE
E
NE
S
N

BLOCK DIAGRAM- PROPOSED
0' 8'
SCALE: 1/16" = 1'-0"
16' 16'
City of La Quinta- Corporate Yard Needs Assessment Report

Page 60 of 67 ends

SEVEN SITE DIAGRAMS DRAFT
SITE DIAGRAM- OPTION 2
141 CLICK HERE to Return to Agenda

ORATE YARD SITE PLAN- PROPOSED
6' 32'
/32" = 1'-0"
64'
32 9
5 6 7
8 9
9 4
8 4
VAN
20'-0" ~45'-0"
10'-0"
25'-0"
12'-0"
14 7
10'-0
~35'-0"
01 A-1.3

CORPORATE YARD SITE PLAN- PROPOSED

PROPOSED BUILDING
12,500SF
10 09
07 06
05 01
08 02
0' 20' 60'
SCALE: 1" = 60'-0"
03 FRANCIS HACK LANE
11 E
- SHOWN ON SITE PLAN
12500 SF
REAKDOWN*-
1399 SF
1464 SF
1064 SF
1704 SF

OUSE/SHOP INCLUDED
Gillis+Panichapan Architects, Inc.

This document and the structure
depicted herein are the copyrighted
property of, and may not be
reproduced in any form without
express written permission of,
Gillis+Panichapan Architects, Inc.

Gillis + Panichapan Architects, Inc.2900 BRISTOL STREET COSTA MESA CALIFORNIA 92626 FAX (714) 668-4265 SUITE G-205 TEL (714) 668-4260
architecture
planning
interior

CORPORATE YARD
DATE: 10/29/19

PROGRESS
DRAWINGS CITY OF LA QUINTA DATE: DATE:

DATE:

A-1.4

SW W NW
SE
E
NE
S
N

BLOCK DIAGRAM- PROPOSED
KEY NOTES:

EMPLOYEE/VISITOR PARKING NEEDS: 32
EXISTING PROVIDED: 37
01 PROPOSED DISTRICT VEHICLE PARKING: 71
ACTUAL PROVIDED: 71
02 03
04 05
06 PROPOSED ACCESS ROAD
PROPOSED VISITOR/HANDICAP PARKING: 21
PROPOSED LAYDOWN AREA- TRAFFIC 1400SF
FUTURE- 1670SF
TOTAL- 3070SF
PROPOSED LAYDOWN AREA- FACILITIES 300SF
FUTURE- 350SF
TOTAL- 650SF
07 08 PROPOSED ADDITIONAL PAINT STORAGE
PROPOSED LAYDOWN AREA- PARKS/L 300SF
FUTURE- 350SF
TOTAL- 650SF
09 PROPOSED CANOPY FOR MATERIAL BINS
10 EXISTING CELL TOWER TO REMAIN
11 PROPOSED PEDESTRIAN ACCESS
12 PROPOSED NO PARKING SPACE- EMERGENCY

ACCESS BACK-UP AREA
LEGEND:

PROPOSED ADDITIONAL FLEET VEHICLE PARKING
10'X20' 3
12'X25' 9
Gillis+Panichapan Architects, Inc.

This document and the structure
depicted herein are the copyrighted
property of, and may not be
reproduced in any form without
express written permission of,
Gillis+Panichapan Architects, Inc.

PROGRESS

DRAWINGS
KEY NOTES:

ACCESS BACK-UP AREA
LEGEND:

PROPOSED ADDITIONAL FLEET VEHICLE PARKING
10'X20' 3
12'X25' 9
TOTAL 12
(4,800 SF)

PARKING COUNT
PROPOSED LAYDOWN AREA 2100SF
#
FURTURE LAYDOWN AREA- 2455 SF
PROPOSED RE-STRIPED FLEET VEHICLE PARKING:
10'X20' 14
(3,400 SF)

PROPOSED NO PARKING SPACE
PROPOSED COVERED CANOPY 2555SF
Gillis+Panichapan Architects, Inc.

This document and the structure
depicted herein are the copyrighted
property of, and may not be
reproduced in any form without
express written permission of,
Gillis+Panichapan Architects, Inc.

Gillis + Panichapan Architects, Inc.2900 BRISTOL STREET COSTA MESA CALIFORNIA 92626 FAX (714) 668-4265 SUITE G-205 TEL (714) 668-4260
architecture
planning
interior

CORPORATE YARD
DATE: 10/29/19

PROGRESS
DRAWINGS CITY OF LA QUINTA DATE: DATE:

DATE:

A-1.3

SW W NW
SE
E
NE
S
N

CORP YARD SITE PLAN- PROPOSED
City of La Quinta- Corporate Yard Needs Assessment Report www.gparchitects.org Page 61 of 67

DRAFT SITE DIAGRAMS SEVEN

PEDESTRIAN ACCESS DIAGRAM
142 CLICK HERE to Return to Agenda
City of La Quinta- Corporate Yard Needs Assessment Report

Page 62 of 67 ends

EIGHT STATEMENT OF PROBABLE COST DRAFT

STATEMENT OF PROBABLE COSTS
A Statement of Probable Cost (SoPC) has been prepared based on the City of La Quinta Corporate Yard program requirements, conceptual block diagram, and the reconfigured site. The information contained in this document represents the approximate costs for construction based solely on this needs assessment programming.

It is intended that these estimates be refined as the design process continues, however, the estimate may be relied on for planning and “order of magnitude” budgeting purposes. The estimated cost of constructing a new facility will need to be examined to develop a complete cost-benefit picture to support a more complete SoPC.

GENERAL ITEMS
• Programmatic SoPC is based on the needs assessment and programmatic space requirements and conceptual site analysis and plans developed by GPa.
• Construction budgets are based on the City of La Quinta contracting for the completion of the complete facility and site work improvements in a continuous phase to a single General Contractor. • Construction budgets are based on State of California Prevailing Wages only and do not include Federal funding wages and requirements.
• Budget excludes any costs associated with hazardous material remediation. • Budget excludes all design, construction, and commissioning fees associated with obtaining a LEED certification from the USGBC. Sustainable design practices and use of these materials are included in the budget.
• Budget excludes all costs required for temporary facilities during construction such as lockers, parking, storage, and others.
•
• Budget excludes all site work except the covered canopies for the material bins and fleet vehicles. • Owners course of construction builders risk insurance is included within the direct costs.

FIXTURES, FURNISHINGS, AND EQUIPMENT ALLOWANCES
• Typical furnishings (desks, tables, chair, cabinets, and office furniture) figured for the Administrative functions are excluded from this Statement of Probable Cost. • Personnel office equipment (computers, printers, servers, copiers, scanners, and telephone equipment) is excluded and requirements will be determined by the City of La Quinta at a future date.

SOME OTHER ADDITIONAL COST FACTORS ARE NOT INCLUDED IN THIS SOPC AND SHOULD BE CONSIDERED:
• Possible costs associated with move coordination, business continuity, etc. • Likely additional cost of phasing construction to keep the facility running during the renovation. • This estimate is based on the assumption of a competitive bid environment at both the general contractor and subcontractor level.
143 CLICK HERE to Return to Agenda
City of La Quinta- Corporate Yard Needs Assessment Report www.gparchitects.org Page 63 of 67

DRAFT STATEMENT OF PROBABLE COST EIGHT
• This estimate assumes the use of prevailing wage labor rates. • The SoPC depicts current cost for this year. Escalation cost should be factor in at roughly 3% per year factored into every year beyond 2020.
• Budget excludes all other related shop equipment such as tools, machinery, etc. 144 CLICK HERE to Return to Agenda
City of La Quinta
La Quinta Corporate Yard
Statement of Probable Cost
Date: 02/07/2020
Space Type Quantity Unit Unit Cost Total
01 Office 1 $1,284,080.00
02 Office 2 $398,250.00
03 Office Plumbing $785,400.00
04 Warehouse/Shop $1,204,850.00
05 Exterior Spaces $12,000.00
06 Covered Canopy $832,800.00
Subtotal $4,517,380
Total building square footage 12500 sf $361.39 per square foot GRAND TOTAL ESTIMATE (including options listed above) $4,517,380 Summary
*Please note that all site work except the covered canopies for the material bins and fleet vehicles are excluded from this Statement of Probable Cost.

Gillis + Panichapan Architects, Inc.

City of Long Beach
Centro CHA Re-Location

Page 1 of 3 ends

City of La Quinta- Corporate Yard Needs Assessment Report

Page 64 of 67 ends

EIGHT STATEMENT OF PROBABLE COST DRAFT
145 CLICK HERE to Return to Agenda
City of La Quinta
La Quinta Corporate Yard
Statement of Probable Cost
Date: 02/07/2020
Space Type Quantity Unit Unit Cost Total
01 OFFICE 1 (Typ. Office Space)
Deputy Director 250 sf $350.00 $87,500.00
Executive Assistant 120 sf $350.00 $42,000.00
Traffic Analyst 144 sf $350.00 $50,400.00
Traffic Crew Room 340 sf $350.00 $119,000.00
Facilities Analyst 144 sf $350.00 $50,400.00
Facilities Crew Room 360 sf $350.00 $126,000.00
Copier/Supply Room 455 sf $350.00 $159,250.00
Multi-Purpose Storage Room 195 sf $320.00 $62,400.00
Parks/Landscape Analyst 144 sf $350.00 $50,400.00
Parks/Landscape Crew Room 360 sf $350.00 $126,000.00
Conference Room 325 sf $400.00 $130,000.00
Streets Analyst 144 sf $350.00 $50,400.00
Streets Crew Room 360 sf $350.00 $126,000.00
Electrical Room 200 sf $320.00 $64,000.00
Mechanical Room 200 sf $320.00 $64,000.00
Utility Room 200 sf $320.00 $64,000.00
Janitor's Closet 50 sf $420.00 $21,000.00
Clean/Soiled Room 130 sf $300.00 $39,000.00
Office Circulation 1,874 sf $320.00 $599,680.00
Sub-total $1,284,080.00
02 OFFICE 2 (Office Type 2)
Lobby Area 105 sf $350.00 $36,750.00
I.T. Server Room 115 sf $500.00 $57,500.00
Multi-Purpose Room 760 sf $400.00 $304,000.00
Sub-total $398,250.00
03 OFFICE-P (Plumbing)
Public Toilet Room 80 sf $420.00 $33,600.00
Restroom/Locker/Shower Area 1,340 sf $420.00 $562,800.00 Laundry Room 130 sf $420.00 $54,600.00
Vending/Ice Area 120 sf $350.00 $42,000.00
Pantry 220 sf $420.00 $92,400.00
Sub-total $785,400.00
Detail
Gillis + Panichapan Architects, Inc.

City of Long Beach
Centro CHA Re-Location

Page 2 of 3 ends

City of La Quinta- Corporate Yard Needs Assessment Report www.gparchitects.org Page 65 of 67

DRAFT PROJECT INTRODUCTION ONE
146 CLICK HERE to Return to Agenda
City of La Quinta
La Quinta Corporate Yard
Statement of Probable Cost
Date: 02/07/2020
Space Type Quantity Unit Unit Cost Total
Detail
04 WAREHOUSE/SHOP
Traffic Warehouse/Shop 915 sf $310.00 $283,650.00
Facilities Warehouse/Shop 960 sf $310.00 $297,600.00
Parks/Landscape Warehouse/Shop 560 sf $310.00 $173,600.00 Streets Warehouse/Shop 1,200 sf $310.00 $372,000.00
Paint Storage (150 sf X 2) 300 sf $260.00 $78,000.00
Sub-total $1,204,850.00
05 EXTERIOR SPACES
Outdoor Lunch Area 200 sf $60.00 $12,000.00
Sub-total $12,000.00
06 COVERED CANOPY
Material Bins 2,555 sf $120.00 $306,600.00
Parking- Fleet Vehicles 4,385 sf $120.00 $526,200.00
Sub-total $832,800.00
Gillis + Panichapan Architects, Inc.

City of Long Beach
Centro CHA Re-Location

Page 3 of 3 ends

City of La Quinta- Corporate Yard Needs Assessment Report

Page 66 of 67 ends

EIGHT STATEMENT OF PROBABLE COST DRAFT
147 CLICK HERE to Return to Agenda
City of La Quinta- Corporate Yard Needs Assessment Report www.gparchitects.org Page 67 of 67

DRAFT RECOMMENDATIONS NINE
SUMMARY AND RECOMMENDATIONS:

This report, prompted by the potential reconfiguration of the current City of La Quinta Corporate Yard, offers an initial step into strategic long term planning. This facilities assessment report quantifies the programmatic needs of the City for improvements in three primary steps. Firstly, it highlighted the needs based on the deficiencies in the existing facilities, provided a data chart organizing the quantity of required spaces along with the preferred individual “space standard” layouts. Secondly, these layouts were combined and formally organized into departmental blocks. The final step culminated these blocks into an ideal diagrammatic site scheme conveying an ideal campus layout.

The site plan diagram offers a primarily functional and organizational approach, and will need to be overlaid with considerations of projected costs and requirements of the City’s schedule, move coordination, along with the impact on the potential community and environment surrounding the existing site. With this report describing the needed parameters of the new facility, the following are our recommended the next steps for the progress of the potential reconfiguration of the City of La Quinta Corporate Yard:

STEP 1: MASTER SITE PLAN AND FLOOR PLAN
• A new master plan be would developed (refined from the site diagram in this report) to depict how the facility would be able to maximize the potential site based on the previous block diagrams completed. Topographic conditions, boundaries, views, context, setbacks, height restrictions, and easements etc. would be reviewed to determine the best positioning and areas allocated for various Functional Groups, parking, and circulation needed as it applies specifically to conditions of the site(s).

Along with the site plan, the floor plans would depict space plan for typical office layouts, sizing, and groupings within the conceptual floor plan. Suggested furniture space layout for common space per functional group will be provided on the conceptual plans.

STEP 2: UPDATED STATEMENT OF PROBABLE COST BASED ON MASTER SITE PLAN AND FLOOR PLAN • An updated SoPC will be developed to reflect more specific Site Conditions and proposed floor plan.

This will assist in formulating an established budget to finance and plan for the continued development of the project.

Once these steps are completed we believe that the City can confidently move forward and initiate the formal entitlement process for the design and construction of the City of La Quinta Corporate Yard. 148 CLICK HERE to Return to Agenda
City of La Quinta
CITY COUNCIL MEETING: August 6, 2024

STAFF REPORT
AGENDA TITLE: APPROVE AGREEMENT FOR CONTRACT SERVICES WITH RAINY

DAY ROOFING FOR ON-CALL ROOFING SERVICES

RECOMMENDATION
Approve agreement for contract services with Rainy Day Roofing for on-call roofing services; and authorize the City Manager to execute the agreement.

EXECUTIVE SUMMARY
 Roofing services are needed to perform maintenance and minor repair services on an on-call, as-needed basis.
 Rainy Day Roofing is qualified to provide on-call roofing services and was the only proposal received through the competitive Request for Proposals (RFP) process completed in June 2024.
 The proposed agreement is for an amount not to exceed $100,000 per fiscal year (FY) for an initial three-year term, with an optional two-year extended term.

FISCAL IMPACT
Funds will be budgeted each FY in the City Building Repair account 501-0000-71103 through the term of the agreement.

BACKGROUND/ANALYSIS
In May 2024, staff issued an RFP, and one proposal was received by Rainy Day Roofing.

The proposed agreement with Rainy Day Roofing (Attachment 1), is for an initial threeyear term, beginning August 7, 2024, through June 30, 2027, at a not to exceed compensation amount of $100,000 per FY, with an option to extend for one additional two-year term.

ALTERNATIVES
Council may elect not to approve or modify the agreement.

CONSENT CALENDAR ITEM NO. 8
149 CLICK HERE to Return to Agenda
Prepared by: Carley Escarrega, Administrative Technician Alfred Berumen, M&O Superintendent
Approved by: Bryan McKinney, P.E., Public Works Director/City Engineer Attachment: 1. Agreement for Contract Services with Rainy Day Roofing 150 CLICK HERE to Return to Agenda

AGREEMENT FOR CONTRACT SERVICES
THIS AGREEMENT FOR CONTRACT SERVICES (the “Agreement”) is made and entered into by and between the CITY OF LA QUINTA, (“City”), a California municipal corporation, and Rainy Day Roofing, with a place of business at 8930 Center Ave. Rancho Cucamonga, CA 91730 (“Contracting Party”). The parties hereto agree as follows:

1. SERVICES OF CONTRACTING PARTY.

1.1 Scope of Services. In compliance with all terms and conditions of this Agreement, Contracting Party shall provide those services related to on-call roofing services, as specified in the “Scope of Services” attached hereto as “Exhibit A” and incorporated herein by this reference (the “Services”). Contracting Party represents and warrants that Contracting Party is a provider of first-class work and/or services and Contracting Party is experienced in performing the Services contemplated herein and, in light of such status and experience, Contracting Party covenants that it shall follow industry standards in performing the Services required hereunder, and that all materials, if any, will be of good quality, fit for the purpose intended. For purposes of this Agreement, the phrase “industry standards” shall mean those standards of practice recognized by one or more first-class firms performing similar services under similar circumstances.

1.3 Wage and Hour Compliance, Contracting Party shall comply with applicable Federal, State, and local wage and hour laws.

Contracting Party shall have the sole obligation to pay for any fees, assessments, and taxes, plus applicable penalties and interest, which may be imposed by law and arise from or are necessary for the performance of the Services required by this Agreement, and shall indemnify, defend (with counsel selected by City), and hold City, its elected officials, officers, employees, and agents, free and harmless against any such fees, assessments, taxes, penalties, or interest levied, assessed, or imposed against City hereunder. Contracting Party shall be responsible for all subcontractors’ compliance with this Section.

1.5 Familiarity with Work. By executing this Agreement, Contracting Party warrants that (a) it has thoroughly investigated and considered the Services to be performed, (b) it has investigated the site where the Services are to be performed, if any, ATTACHMENT 1 151 CLICK HERE to Return to Agenda
-2-
and fully acquainted itself with the conditions there existing, (c) it has carefully considered how the Services should be performed, and (d) it fully understands the facilities, difficulties, and restrictions attending performance of the Services under this Agreement.

Should Contracting Party discover any latent or unknown conditions materially differing from those inherent in the Services or as represented by City, Contracting Party shall immediately inform City of such fact and shall not proceed except at Contracting Party’s risk until written instructions are received from the Contract Officer, or assigned designee (as defined in Section 4.2 hereof).

1.7 Additional Services. In accordance with the terms and conditions of this Agreement, Contracting Party shall perform services in addition to those specified in the Scope of Services (“Additional Services”) only when directed to do so by the Contract Officer, or assigned designee, provided that Contracting Party shall not be required to perform any Additional Services without compensation. Contracting Party shall not perform any Additional Services until receiving prior written authorization (in the form of a written change order if Contracting Party is a contractor performing the Services) from the Contract Officer, or assigned designee, incorporating therein any adjustment in (i) the Contract Sum, and/or (ii) the time to perform this Agreement, which said adjustments are subject to the written approval of Contracting Party. It is expressly understood by Contracting Party that the provisions of this Section shall not apply to the Services specifically set forth in the Scope of Services or reasonably contemplated therein. It is specifically understood and agreed that oral requests and/or approvals of Additional Services shall be barred and are unenforceable. Failure of Contracting Party to secure the Contract Officer’s, or assigned designee’s written authorization for Additional Services shall constitute a waiver of any and all right to adjustment of the Contract Sum or time to perform this Agreement, whether by way of compensation, restitution, quantum meruit, or the like, for Additional Services provided without the appropriate authorization from the Contract Officer, or assigned designee.

Compensation for properly authorized Additional Services shall be made in accordance with Section 2.3 of this Agreement.
152 CLICK HERE to Return to Agenda
-3-

2. COMPENSATION.

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 One Hundred Thousand Dollars ($100,000.00) per year for the life of the Agreement, encompassing the Initial and any Extended Terms (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.

2.3 Compensation for Additional Services. Additional Services approved in advance by the Contract Officer, or assigned designee, pursuant to Section 1.7 of this Agreement shall be paid for in an amount agreed to in writing by both City and Contracting Party in advance of the Additional Services being rendered by Contracting Party. Any compensation for Additional Services amounting to five percent (5%) or less of the 153 CLICK HERE to Return to Agenda
-4-
Contract Sum may be approved by the Contract Officer, or assigned designee. Any greater amount of compensation for Additional Services must be approved by the La Quinta City Council, the City Manager, or Department Director, depending upon City laws, regulations, rules and procedures concerning public contracting. Under no circumstances shall Contracting Party receive compensation for any Additional Services unless prior written approval for the Additional Services is obtained from the Contract Officer, or assigned designee, pursuant to Section 1.7 of this Agreement.

3. PERFORMANCE SCHEDULE.

3.4 Term. Unless earlier terminated in accordance with the provisions in Article 8.0 of this Agreement, the term of this agreement shall commence on August 7, 2024, and terminate on June 30, 2027 (“Initial Term”). This Agreement may be extended for two additional year(s) upon mutual agreement by both parties (“Extended Term”), and executed in writing.
154 CLICK HERE to Return to Agenda
-5-

4. COORDINATION OF WORK.

Richard Collins
Rainy Day Roofing
Telephone No.: (949) 394-1833
Email: [email protected]
It is expressly understood that the experience, knowledge, capability, and reputation of the foregoing Principals were a substantial inducement for City to enter into this Agreement. Therefore, the foregoing Principals shall be responsible during the term of this Agreement for directing all activities of Contracting Party and devoting sufficient time to personally supervise the Services hereunder. For purposes of this Agreement, the foregoing Principals may not be changed by Contracting Party and no other personnel may be assigned to perform the Services required hereunder without the express written approval of City.

4.2 Contract Officer. The “Contract Officer”, otherwise known as Bryan McKinney, PE, Public Works Director/City Engineer or assigned designee may be designated in writing by the City Manager of the City. It shall be Contracting Party’s responsibility to assure that the Contract Officer, or assigned designee, is kept informed of the progress of the performance of the Services, and Contracting Party shall refer any decisions, that must be made by City to the Contract Officer, or assigned designee.

4.3 Prohibition Against Subcontracting or Assignment. The experience, knowledge, capability, and reputation of Contracting Party, its principals, and its employees were a substantial inducement for City to enter into this Agreement. Except as set forth in this Agreement, Contracting Party shall not contract or subcontract with any other entity to perform in whole or in part the Services required hereunder without the express written approval of City. In addition, neither this Agreement nor any interest herein may be transferred, assigned, conveyed, hypothecated, or encumbered, voluntarily or by operation of law, without the prior written approval of City. Transfers restricted hereunder shall include the transfer to any person or group of persons acting in concert of more than twenty five percent (25%) of the present ownership and/or control of Contracting Party, taking all transfers into account on a cumulative basis. Any attempted or purported assignment or contracting or subcontracting by Contracting Party without City’s express written approval shall be null, void, and of no effect. No approved transfer shall release Contracting Party of any liability hereunder without the express consent of City.
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4.5 Identity of Persons Performing Work. Contracting Party represents that it employs or will employ at its own expense all personnel required for the satisfactory performance of any and all of the Services set forth herein. Contracting Party represents that the Services required herein will be performed by Contracting Party or under its direct supervision, and that all personnel engaged in such work shall be fully qualified and shall be authorized and permitted under applicable State and local law to perform such tasks and services.

4.6 City Cooperation. City shall provide Contracting Party with any plans, publications, reports, statistics, records, or other data or information pertinent to the 156 CLICK HERE to Return to Agenda
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Services to be performed hereunder which are reasonably available to Contracting Party only from or through action by City.

5. INSURANCE.

6. INDEMNIFICATION.

6.1 Indemnification. To the fullest extent permitted by law, Contracting Party shall indemnify, protect, defend (with counsel selected by City), and hold harmless City and any and all of its officers, employees, agents, and volunteers as set forth in “Exhibit F” (“Indemnification”) which is incorporated herein by this reference and expressly made a part hereof.

7. RECORDS AND REPORTS.

7.2 Records. Contracting Party shall keep, and require any subcontractors to keep, such ledgers, books of accounts, invoices, vouchers, canceled checks, reports (including but not limited to payroll reports), studies, or other documents relating to the disbursements charged to City and the Services performed hereunder (the “Books and Records”), as shall be necessary to perform the Services required by this Agreement and enable the Contract Officer, or assigned designee, to evaluate the performance of such Services. Any and all such Books and Records shall be maintained in accordance with 157 CLICK HERE to Return to Agenda
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generally accepted accounting principles and shall be complete and detailed. The Contract Officer, or assigned designee, shall have full and free access to such Books and Records at all times during normal business hours of City, including the right to inspect, copy, audit, and make records and transcripts from such Books and Records.

The provisions of this clause shall survive the termination or expiration of this Agreement and shall thereafter remain in full force and effect.

7.5 Licensing of Intellectual Property. This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all 158 CLICK HERE to Return to Agenda
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copyrights, designs, rights of reproduction, and other intellectual property embodied in the Documents and Materials. Contracting Party shall require all subcontractors, if any, to agree in writing that City is granted a non-exclusive and perpetual license for the Documents and Materials the subcontractor prepares under this Agreement. Contracting Party represents and warrants that Contracting Party has the legal right to license any and all of the Documents and Materials. Contracting Party makes no such representation and warranty in regard to the Documents and Materials which were prepared by design professionals other than Contracting Party or provided to Contracting Party by City. City shall not be limited in any way in its use of the Documents and Materials at any time, provided that any such use not within the purposes intended by this Agreement shall be at City’s sole risk.

Contracting Party’s covenant under this section shall survive the termination or expiration of this Agreement.

8. ENFORCEMENT OF AGREEMENT.

8.2 Disputes. In the event of any dispute arising under this Agreement, the injured party shall notify the injuring party in writing of its contentions by submitting a claim therefore. The injured party shall continue performing its obligations hereunder so long as the injuring party commences to cure such default within ten (10) days of service of such notice and completes the cure of such default within forty-five (45) days after service 159 CLICK HERE to Return to Agenda
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of the notice, or such longer period as may be permitted by the Contract Officer, or assigned designee; provided that if the default is an immediate danger to the health, safety, or general welfare, City may take such immediate action as City deems warranted.

8.7 Termination Prior To Expiration of Term. This Section shall govern any termination of this Agreement, except as specifically provided in the following Section for termination for cause. City reserves the right to terminate this Agreement at any time, with or without cause, upon thirty (30) days’ written notice to Contracting Party. Upon receipt of any notice of termination, Contracting Party shall immediately cease all Services hereunder except such as may be specifically approved by the Contract Officer, or assigned designee. Contracting Party shall be entitled to compensation for all Services rendered prior to receipt of the notice of termination and for any Services authorized by the Contract Officer, or assigned designee, thereafter in accordance with 160 CLICK HERE to Return to Agenda
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the Schedule of Compensation or such as may be approved by the Contract Officer, or assigned designee, except amounts held as a retention pursuant to this Agreement.

9. CITY OFFICERS AND EMPLOYEES; NONDISCRIMINATION.

9.2 Conflict of Interest. Contracting Party covenants that neither it, nor any officer or principal of it, has or shall acquire any interest, directly or indirectly, which would conflict in any manner with the interests of City or which would in any way hinder Contracting Party’s performance of the Services under this Agreement. Contracting Party further covenants that in the performance of this Agreement, no person having any such interest shall be employed by it as an officer, employee, agent, or subcontractor without the express written consent of the Contract Officer, or assigned designee. Contracting Party agrees to at all times avoid conflicts of interest or the appearance of any conflicts of interest with the interests of City in the performance of this Agreement. 161 CLICK HERE to Return to Agenda
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No officer or employee of City shall have any financial interest, direct or indirect, in this Agreement nor shall any such officer or employee participate in any decision relating to this Agreement which effects his financial interest or the financial interest of any corporation, partnership or association in which he is, directly or indirectly, interested, in violation of any State statute or regulation. Contracting Party warrants that it has not paid or given and will not pay or give any third party any money or other consideration for obtaining this Agreement.

10. MISCELLANEOUS PROVISIONS.

To City:

CITY OF LA QUINTA
Attention: Alfred Berumen
78495 Calle Tampico
La Quinta, California 92253
To Contracting Party:

Richard Collins
Rainy Day Roofing
8930 Center Ave.

Rancho Cucamonga, CA 91730

10.10 Authority. The persons executing this Agreement on behalf of each of the parties hereto represent and warrant that (i) such party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Agreement on behalf of said party, (iii) by so executing this Agreement, such party is formally bound to the provisions of this Agreement, and (iv) that entering into this Agreement does not violate any provision of any other Agreement to which said party is bound. This Agreement shall be binding upon the heirs, executors, administrators, successors, and assigns of the parties. [SIGNATURES ON FOLLOWING PAGE]
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IN WITNESS WHEREOF, the parties have executed this Agreement as of the dates stated below.

CITY OF LA QUINTA,
a California Municipal Corporation

JON McMILLEN, City Manager
City of La Quinta, California
Dated:

CONTRACTING PARTY:

By: _____________________________
Name: Jeff Fanning
Title: Owner/President
ATTEST:

MONIKA RADEVA, City Clerk
City of La Quinta, California
By:

Name:

Title:

APPROVED AS TO FORM:

WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
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Exhibit A

Page 1 of 4 ends

La Quinta City CouncilAugust 6, 2024

La Quinta City Council
August 6, 2024