Engineering Services and Land Development | City of Palm Desert We Understand Palm Desert
and the Coachella Valley
HR Green brings significant Design, Engineering, Stormwater, Water/ Wastewater project experience on numerous types
of projects; decades of project management experience,
plan check experience, and client satisfaction from several municipalities in the Coachella Valley and in nearby
communities throughout Riverside County.
Our Proposed City Engineer / Program Manager, Tim
Jonasson, PE, is currently working with the City of Palm Desert on:
Project Management and On- Call Engineering Services
Building and Civil Plan Check Services
Analysis of Section 29 Drainage Basin Project
Traffic Signal Modifications and Hardware Upgrades
Project experience with FEMA floodplain review (Palm Desert and La Quinta).
Multi- faceted consulting services to a majority of Coachella Valley agencies, including the cities of Palm Desert, La Quinta, Rancho Mirage, Cathedral City, Desert Hot Springs, and the Coachella Valley Association of Governments ( CVAG).
A sophisticated process for reviewing complex, mixed- use developments and entertainment projects using a 100%
electronic plan review process.
Program Manager has served as the City of La Quinta’s
former Public Works Director and as a twice- President of APWA’s Coachella Valley Chapter, working extensively with CVAG and cities to drive regional collaboration.
Proposed staff members (and subcontractors) have worked with Palm Desert and are long- standing Coachella Valley residents.
Available bilingual team members (English/ Spanish).
Long-term relationships with proposed subconsultants.
HR Green’s team includes Nazir Lalani, PE, TE, of Traffex Engineers. Nazir understands local traffic issues having worked for the Cities of La Quinta, Rancho Mirage and Palm Desert on signal coordination and operations for nearly two decades. He provides real time signal coordination
by routinely driving major cooridors to make sure they are functioning properly. Your signal system will be in the hands of an internationally recognized, locally- based traffic engineer providing solutions in real time.
HR Green continues
to climb the rankings
on Engineering News
Record’ s (ENR) annual
lists of top design and
construction firms in the
nation, rising 26 spots and
coming in at 162 in 2022.
Recognized as a Great Place
to Work®-certified company
Founded in 1913, HR Green ranks among ENR’ s Top
500 Design Firms (#162 in 2022) in the United States.
The firm is an employee- owned corporation with 600+
employees nationwide and more than 60 in our two
California offices. Our Coachella Valley office, located in the City of Palm Desert, will serve as our home for
this contract.
Several staff members live in the Coachella Valley and
are only minutes away from Palm Desert. HR Green staff
is able to provide fast, responsive services to the City’s needs. Our local staff members also have a broad range of plan review, staff augmentation, public works engineering, construction management, and construction experience.
To demonstrate our commitment to the City and our
understanding of your specific needs, we have selected
key team members to make them available to your project.
We understand the importance of meeting your
schedule and will assign the staff necessary to meet our commitment. In addition to our management team, HR
Green has a deep bench of additional staffing resources, if needed. HR Green selects our team for each project based on individual staff members’ specific experience and
knowledge, as well as their availability.
HR Green has received numerous awards
throughout the U.S. for consulting services. Among
others, the firm was recognized with thePremier
Award for Client Satisfaction from PSMJ
Resources, Inc.
DocuSign Envelope ID: CB109B15- A28B-4CB9-BC8B-F3FE05FA3CE3 162
Engineering Services and Land Development | City of Palm Desert HR Green’s Successful Relationship with the City of Palm Desert HR Green’ s proposed team members, as well as our
subconsultants, have worked together on numerous similar projects across Southern California, including some in
Palm Desert, bringing synergy and efficiency to the City.
Since 2018, HR Green has provided a broad array of
consulting services, beginning with serving as Interim
Public Works Director to manage the City’s day-to-day
departmental operations. This included the planning,
design, and construction of CIP and land development
projects. Thereafter, in 2021 HR Green was contracted
for On- Call Support Services for Development Services
and Public Works. To date, our areas of responsibility
have generally included, but are not limited to,
staff augmentation, program management, project
management, and construction management, inspection
road improvements, bike lanes, encroachment permits),
plan review (building and civil), and development services assessment of their use of TRAKiT in the context of
creating a one- stop permit shop.
Representative projects include:
PROJECT MANAGEMENT AND ON- CALL
ENGINEERING SERVICES
The City of Palm Desert has established a dynamic
strategic plan focusing on key initiatives to promote a thriving, safe, and sustainable community that attracts innovative employers by virtue of its diverse, highly
qualified workforce and synergistic business, civic,
and educational partnerships. With limited in-house
engineering staff resources, the City has tactically utilized consultants to deliver a litany of services and projects aligned to their strategic plan, goals, and vision.
Our collective efforts have allowed City staff to focus on other initiatives and deliver on a variety of priority projects and programs in a timely and cost-efficient manner.
CONSTRUCTION MANAGEMENT AND INSPECTION
FOR ALESSANDRO DRIVE IMPROVEMENTS PHASE II
The City’s Strategic Plan focuses on providing a safer, more efficient and reliable transportation system for
residents and visitors. The construction of improvements to Alessandro Drive is also consistent with the Strategic Plan’s goal to revitalize the Highway 111 corridor.
Following the design updates for street improvements
along the Alessandro West corridor, the City selected HR Green to provide construction management and inspection services for the second phase of the project (Monterey
Avenue and Las Palmas Avenue), which has included a
complete rehabilitation of the street section, drainage improvements, as well as a temporary parking area to
the north of the street. Specific aspects of construction have involved: traffic control; dust and water control; saw cutting; removal of asphalt concrete, concrete
improvements, and base material; clearing and grubbing; installing HDPE storm drain system; constructing road
base material, asphalt concrete pavement, curb, curb and gutter, cross gutter, and ADA curb ramps; signing and
striping; and adjusting manholes and valves to grade.
BUILDING PLAN CHECK SERVICES
Since 2021, HR Green has been providing a full range of consulting services, including building plan check as well as construction management and inspection services for
public works in the City.
In 2021, the City issued permits for $200 million of
construction valuation. The City completed 1,060
new single family homes and 192,000 square feet of
commercial space was approved.
In 2022, a major 18-acre development project at Desert
Willow Golf Resort, just south of the existing Desert Willow Clubhouse, was approved by our HR Green Team for plan
review. The development project includes a 5.5-acre surf DocuSign Envelope ID: CB109B15- A28B-4CB9-BC8B-F3FE05FA3CE3 163
Engineering Services and Land Development | City of Palm Desert lagoon and wave machine, surf center and associated
facilities, 92-room hotel, and 83 for-sale residential units and clubhouse.
Also in 2022, HR Green reviewed a 269-unit multifamily
affordable housing community project for the City. We
have successfully collaborated with designers, contractors, and other City departments to ensure a streamlined path to plan approval, saving the City and developers time and money through an efficient and effective process.
Other plan checks for the City of Palm Desert include
residential custom homes and duplexes, commercial
tenant improvements, museum buildings and large solar
reviews. All reviews are 100% electronic with a 100%
success rate meeting plan review schedules.
Our key to success with applicants and stakeholders has been using electronic technology to streamline reviews, working cohesively with the City staff, and taking a
proactive approach to problem solving to ensure a timely turnaround to plan review.
ANALYSIS OF SECTION 29 DRAINAGE BASIN
PROJECT
HR Green conducted a desktop analysis for the City of
Palm Desert to understand the history of the Section 29 Drainage Basin, understand future project impacts to the basin, and analyze the adequacy of the existing regional stormwater retention facility for a contributing basin
approximately 519 acres in size.
The analysis investigated potential sources of discrepancy including changes in design guidance, changes in rainfall intensities, onsite storage requirements, land use, and errors in past calculations, among other factors.
Once sources of potential error were identified, an overall basin analysis was conducted to determine the additional volume that would be required to be retained to be in
compliance with current regulations and design criteria.
After investigating the current basin design, an alternatives analysis was presented to the City to address the need
for additional retention volume. The analysis eliminated alternatives that are either high risk, cost prohibitive, schedule prohibitive or generally unfeasible based on
progress of current development projects.
The anticipated alternatives included existing retention basin expansion, infiltration vaults, individual undeveloped parcel retention, stormwater drainage wells, integration of stormwater retention with adjacent development, over excavation and import of high- infiltration soils, and adding a supplemental retention basin on other City property.
Each alternative was evaluated by providing a cost- benefit analysis, life cycle analysis, drainage emergency overflow analysis, rough order of magnitude ( ROM) cost estimate on a per unit basis, and additional information required to complete preliminary design.
CITYWIDE TRAFFIC SIGNAL MODIFICATIONS
HR Green prepared Traffic Signal Modification plans for several locations across the City. The scope included the removal and replacement of the traffic signal controller cabinet assembly, removal and replacement of all of
the existing traffic signal conductors, the removal of
the existing loop detectors, the replacement of all
emergency vehicle preemption devices, the upgrade of all non- compliant pedestrian pushbuttons and the removal
of an existing ethernet radio communication system.
HR Green prepared new conductor schedules and pole
schedules and provided construction direction for each
location. Challenges included the need to protect existing fiber communication and equipment and ensure adequate
conduit capacity at each signal.
DocuSign Envelope ID: CB109B15- A28B-4CB9-BC8B-F3FE05FA3CE3 164
Engineering Services and Land Development | City of Palm Desert Legend
lFirm Experience
lPersonal Staff Experience
UNPARALLELED COACHELLA VALLEY AND SOUTHERN CALIFORNIA EXPERIENCE
REPRESENTATIVE AGENCIES SERVED
Firm ExperiencePersonal ExperiencePermit ProcessingEngineering Plan ReviewMap ReviewLand Development CoordinationBuilding Plan Review / AdministrationCity Engineer and/ or City SurveyorProject / Program ManagementAccessibility / ADA DesignDesign ManagementPS& E PreparationBid / Construction SupportTechnology Implementation / Electronic ReviewStaff AugmentationBroadband Consulting / Policy DevelopmentTraffic EngineeringTraffic Operations / ITSRoadwaysBridges / InterchangesWet UtilitiesDry UtilitiesDrainageBuilding FacilitiesVirtual City / Electronic Plan CheckCity of Palm Desert l l l l l l l l l l l l l l l l l l l l l l City of Rancho Mirage l l l
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of Victorville l l l l l l l l l City of Eastvale l l l l l l l l City of Hesperia l l lll l l l l City of Redlands l l l
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ll l l l l l l City of Lancaster l l l l l l l l l City of Upland l lllll l l l l l City of Malibu l l l l l City of Pomona l l l l l l llll l l l
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of Placentia ll l l l l l l l l l l l l l l l l l l l l City of Anaheim l l l l l l l l l l l l l l l l City of Lake Elsinore llll l l l l l l l l l l l l l l l l City of Diamond
Barl ll
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lSERVICES PROVIDED TYPES OF PROJECTS HR Green has been successful performing City Engineering, project support, plan checking, and development reviews for the City of
Hemet. The
firm bringsabusiness sensibility to
engineering management, working closely with our staff to 165
Engineering Services and Land Development | City of Palm Desert B. Experience and Technical Competence
2. References
REFERENCE
Rod Butler
City Manager
City of Jurupa Valley
8930 Limonite Avenue
Jurupa Valley, CA 92509
P: 951.332.6464
E: rbutler@jurupavalley. org
Comprehensive Services
City of Jurupa Valley
PROJECT/ PROGRAM MANAGEMENT SERVICES
Upon Jurupa Valley incorporation in 2011, City operations needed to hit the ground running and provide for a seamless transition from County- provided services to City-responsible services. Given our established working relationships with County/ regional stakeholders and depth of locally- accessible, available staff, HR Green has been able to handle all City Administration, Engineering, Public Works, Building & Safety, and Development needs. Over the past 10 years we have helped the City Manager and City Council identify, prioritize, and address goals/challenges, and also develop a roadmap for continuing and sustained success while managing various CIP and land development projects.
Over the years, our proven approach has allowed us to leverage multi-faceted staff in different roles to do more with limited staff compared to other similar sized municipalities cross-trained staff who can seamlessly handle multiple duties and address changing needs). We have embedded 40+ staff conceptualizing, implementing, and managing programs and projects for the public works, engineering, and building departments. Our engineers have provided overall planning, coordination and control of CIP projects ($9+ million annual CIP) from inception to completion in order to produce functionally and financially viable projects completed on time within authorized costs and to the required quality standards.
The City of Jurupa Valley continues
to be very pleased with the services
that we are receiving from HR
Green. In an active and fast- growing
city like Jurupa Valley, being able to
supplement our internal team with
well- managed contract staff makes
us all the more effective in serving
our residents and the development
community.”
Rod Butler, City Manager
DocuSign Envelope ID: CB109B15- A28B-4CB9-BC8B-F3FE05FA3CE3 166
Engineering Services and Land Development | City of Palm Desert Our staff members have overseen CIP projects that have been planned and designed by both HR Green personnel as well as other consultants. We have coordinated the delivery of regionally significant projects ( e.g., grade separations, interchange, citywide wet utilities upgrades) processed through regional and state agencies.
We have also initiated and managed key initiatives and ongoing projects, such as NPDES program compliance, public works right- of-way infrastructure maintenance, asset management, GIS management, electronic permitting and review deployment, grant funding identification and procurement, public- private partnerships, renegotiation of private provider agreements, and recruitment of new businesses to foster economic development.
HR Green staff members have prepared applications and obtained $ 5+ miillion in new funding to support Safe Routes to School and Active Transportation Program ( ATP) projects, beverage container recycling, and “ green,” cost- effective pavement rehabilitation methods, through:
Caltrans
Riverside County Transportation Commission
CDBG
HSIP
CalRecycle, and other grant programs
We have developed and deployed a fully automated permitting system and saved time and money through the implementation of paperless processes to expedite plan approvals and enhance operational efficiencies across various departments.
Additionally, we have helped the City procure new revenue sources and create steady revenue streams to support ongoing projects, initiatives, and infrastructure maintenance while complying with regulatory requirements.
LAND DEVELOPMENT SERVICES
HR Green staff created the development review and approval process, customized checklists/ forms, and tested/ implemented/ continuously utilize Accela as the City’ s automated permitting system with a seamless CityView 3600 interface. We have also assisted with the development of engineering design standards and guidelines to facilitate the plan checking process. Our staff members served as City Engineer, City Surveyor, on-site engineers, plan checkers, and inspectors to provide a comprehensive turn- key land development solution. Our staff customized conditions of approval, plan check checklists, leveraged electronic plan check, digital commenting, and mobile apps for web- based field inspections in real time; established development review processes; and consistently hold developer workshops and pre-planning meetings to facilitate the entitlement process. We have processed grading plans, improvement plans, architectural plans and maps for thousands of new residential units. HR Green also serves as the City NPDES Program Manager, overseeing compliance with federal, state, and regional water quality requirements. HR Green staff attended community meetings, Planning Commission, City Council, Development Review Committee meetings in behalf of engineering and Public Works.
TRAFFIC AND TRANSPORTATION MANAGEMENT
Traffic safety and mobility improvements have been a high, ongoing City priority. HR Green has worked within the City to help implement transportation safety initiatives that have reduced fatalities and major accidents by as much as 50%. Many enhancements have been incorporated into the City’s Pavement Management System to reduce speeding, promote I have had the pleasure of working
currently) with 20 HR Green
employees in my department. These
HR Green staff members perform
plan check, building inspections,
permit issuance, management/
supervision, and code enforcement
duties. This staff is highly qualified
in terms of education, certification
and experience, which results in
a high level of customer service
productivity. Furthermore, I would
highly recommend HR Green to
any city or agency that needs their
services.”
Keith Clarke
Former Chief Building Official/
Director
City of Jurupa Valley
DocuSign Envelope ID: CB109B15- A28B-4CB9-BC8B-F3FE05FA3CE3 167
Engineering Services and Land Development | City of Palm Desert safe routes to school and multi-modal transportation options, improve level of service and circulation, and upgrade safety lighting and ADA compliant sidewalks and curb ramps.
HR Green embedded a dedicated transportation planner to manage daily transportation operations and program implementation. This included responding to City Council and constituent traffic and parking requests, preparing engineering study reports, field investigation/ inspection to verify existing conditions, making recommendations for improvements, and working with numerous stakeholders to enhance safety. Our staff has managed project expenditures related to the City’s Motor Fuel Tax and Highway Safety funds and has developed projects and prepared applications for various transportation program grants.
HR Green has updated ordinances, published traffic data and maps, reported weekly reviews to the City’ s Engineering office and published metrics. Our work has included:
Development of a new citywide GIS data system and Truck Route Plan Implementation of a new traffic accident and signing, striping and markings databases Participation in coordination meetings with the Riverside County Transportation Commission, Riverside County Sheriff’ s Department, Jurupa Valley Traffic Safety Committee, Safe Routes to School Task Force and City school districts Conducting, directing and reviewing traffic studies and construction traffic control plans Coordination with utilities including right- of-way permitting Responding to city council and constituent inquiries
Field investigation and inspection to verify existing pavement conditions and make recommendations for improvements Community outreach and presentations
Identifying citywide ITS need, preparing HSIP grant application, securing $4+ million in funding, and programming project in Jurupa Valley’ s CIP
CIP MANAGEMENT SERVICES
Due to the poor condition of City roadways upon City incorporation, estimated to cost up to $128 Million to repair, HR Green aggressively pursued funding opportunities. The City has maximized the use of Measure A, Gas Tax, SB1, ATP, CalRecycle, TUMF, DIF, COP bond funds, CFDs, SB- 821, HBRR, STIP, HSIP, CDBG, and developer monies to fund high- priority infrastructure needs to advance critical projects. Our staff has prepared applications and obtained $ 5+ Million in new funding through Caltrans, the Riverside County Transportation Commission, CDBG, HSIP, CalRecycle, and other grant programs to support Safe Routes to School and Active Transportation Program (ATP) projects, beverage container recycling, and “ green,” cost- effective pavement rehabilitation methods. For example, since 2014 the City has been successful in garnering multiple ATP grants. This was a major accomplishment in the initial year of this new funding source, given 67 applications were received from this Caltrans District 8 region and only 16 projects were funded, two of these being Jurupa Valley projects. Also, we helped the City establish a $9 million bond program to fund an expedited pavement rehabilitation initiative which has corrected long- standing pavement deficiencies in large parts of the City.
Additionally, our project managers have completed the following:
Prepared, updated, and manage a multi-year CIP
Prepared Pavement Management Plan to expeditiously improve poor surface conditions following City incorporation by utilizing StreetSaver, which included the automated collection of pavement conditions for more than 400 miles of streets
On- site departmental management ( public works, engineering, building, maintenance) Manage CIP projects from concept, planning, design, through construction completion DocuSign Envelope ID: CB109B15- A28B-4CB9-BC8B-F3FE05FA3CE3 168
Engineering Services and Land Development | City of Palm Desert
CONSTRUCTION MANAGEMENT, SUPPORT AND INSPECTION
Our staff oversaw the multi-story renovation of Jurupa Valley’s City Hall. This involved the complete renovation of the historic Sam’ s Western Wear building, originally constructed in 1911. The renovation involved the complete re-striping of the parking lot, installing ADA access features, constructing a new public counter and lobby area, constructing two ADA accessible restrooms, 19,000 sq. ft. of office area and 1,722 sq. ft. of council chambers. The Jurupa Valley City Hall serves a City population of 100,000+ residents and a City area of 49 square miles.
Over the past few years, our staff has coordinated the construction of $60M of Jurupa Community Services District water and sewer pipelines through residential and arterial roadway right-of-way as well as channel and flood control facilities owned by the Riverside County Flood Control and Water Conservation District. We inspect public infrastructure and facilities involving federal, state, regional, and local funding. Pavement rehabilitation have included projects on Limonite Avenue, slurry seal projects on various City streets, TRIP Pavement Rehabilitation (4 phases), and Citywide Pavement Rehabilitation projects.
HR Green staff have processed major developments ( e.g., 2,000 units, commercial and industrial facilities) as well as private land development project inspection includes water and sewer pipeline construction, drainage facilities, compliance with the MS4 Permit, and irrigation systems. For all projects our staff implemented a Quality Control Plan and thoroughly reviewed and monitored that contractors’ traffic management plans to mitigate impacts to businesses and schools. We also have conceived and administered proactive public outreach and community engagement programs, including but not limited to project page website updates, phone hot lines, post/ rack cards, and bulletin updates. Our staff has successfully prepared grants, delivered the design, and managed the construction of each Active Transportation Program (ATP) Cycle since inception for Complete Streets, Road Diet, and Safe Routes to School projects.
SAMPLE CM AND INSPECTION PROJECTS INCLUDE ( BUT ARE NOT LIMITED TO):
Limonite Ave Pavement Rehabilitation Project Phase I: Reconstructed 1,800’ north of centerline east of Wineville Ave with cement-treated base, HMA and ARHM overlay. Type III EAS south of centerline.
Limonite Ave Pavement Rehabilitation Project Phase II: Reconstructed 1,800’ north of centerline west of Etiwanda Avenue with cement- treated base, HMA and ARHM overlay. Type III EAS south of centerline.
Limonite Widening: Roadway widening between Etiwanda and Bain Street, including bridge, equestrian undercrossing and trail, and traffic signals. ( Construction cost = $ 5 Million) 2015- 2016 Pavement Rehabilitation: Deep Lift Repairs, PCC Repairs, ARAM & Type II slurry of various streets.
Construction cost = $ 1.226 Million)
ADA Curb, Ramp and Sidewalk Upgrades: ( Construction cost = $ 86.5K) Citywide Pavement Rehabilitation: PCC for ADA and street paving ( Construction cost = $ 475K) ( Construction Phase 01/2018-03/2018)
Citywide Pavement Rehabilitation: Paving of various streets. ( Construction cost = $ 650K) Procurement and management of federal, state, and regional funding Renegotiated solid waste contractor agreement that improved service levels, largely maintained the existing rate structure, and significantly increased revenue to the City Created asset management plans
Created Streets and Trails Master Plan
Facilitated organizational/ operational studies
DocuSign Envelope ID: CB109B15- A28B-4CB9-BC8B-F3FE05FA3CE3 169
Engineering Services and Land Development | City of Palm Desert
REFERENCE
Mark Prestwich
Former City Manager
City of Palos Verdes Estates
P: 951.765. 2430
E: mprestwich@hemetca. gov
Mark transitioned to the City
of Hemet as City Manager
effective end of February 2023
Brianna Rindge
Former Community
Development Director
310.378.0383 x2216
brindge@pvestates. org
Comprehensive Services
City of Palos Verdes Estates
Since 2015, HR Green has continued to provide a full range of consulting services, including but not limited to, project management, city engineering, public works engineering building and safety administration, building official, building inspection, building and civil plan check, transportation planning, traffic engineering, CIP program management, construction management and inpsection, and grant writing/ administration.
CIP MANAGEMENT SERVICES
HR Green continues to provide full-service public works engineering services, including:
Consultant City Engineer
On- site staff augmentation to deliver CIP program and manage Building Safety services GIS for asset inventory/ management
Design engineering for intersection, road, drainage, and parking improvements Counter and Permit Technicians
Initiated parking modifications, including signage replacement, and prepared work orders to initiate signage and striping modifications performed by City public works staff for Malaga Cove Plaza parking modifications
Prepared a Pavement Management Program by integrating data from an older program that had been prepared in 2006 with only office updates in 2011 – Data condition was assessed by a walking survey of 70 centerline miles of streets by a StreetSaver Certified Pavement Condition Rater
Completed a 10- year CIP management plan for the City – The CIP plan includes a complete analysis of all potential capital improvement needs the city may require Prepared contract documents for advertising bids to install full capture treatment systems in catch basins tributary to Machado Lake, and also provided project implementation/ oversight
Utilizing AutoCAD with AutoTurn, modified turning radius for a stop sign intersection to allow trucks to make turn onto major street, Granvia Altamira at City limit entrance I’ ve worked with the HR Green
Building & Safety staff for over 2
years and continue to be impressed
by their professionalism, expertise,
and genuine best interest for
the city. From public inquiries to
final inspection and the entire
building process in between, the
staff’ s unwavering commitment
to compliance, deadlines, and
relationships is appreciated.”
Brianna Rindge, AICP
Former Community Development
Director
City of Palos Verdes Estates
DocuSign Envelope ID: CB109B15- A28B-4CB9-BC8B-F3FE05FA3CE3 170
Engineering Services and Land Development | City of Palm Desert Prepared Via Corta/ Malaga Cove striping plans and curb ramp plans to comply with ADA requirements Prepared striping plans for Palos Verdes Drive West, topography and street base maps for modifications at 911 Memorial Triangle Center, and a base map for Navajo Road to fix flooding in residential area (e.g., CAD plan section to include drainage improvements and re-pavement
Construction management and inspection of roadway, pavement rehabilitation, and drainage Project management of forcemains
Provide next-day and same- day inspections, as needed
Provide plan checks per designated turnaround schedule
Managed engineering consultant preparing the Palos Verdes Drive West Corridor Feasibility Study Review TIAs and resident requests regarding traffic issues and operations Serves as Director of Traffic Safety ( TSC) Committee and facilitates meetings with school district and a TSC subcommittee to address access and circulation issues around schools Sample Design Engineering Projects:
Via Coronel and Zurita Sanitary Sewer: HR Green prepared Sewer Improvement Plans for the extension of an 8” vitrified clay pipe (VCP) within Via Coronel and the abandonment and realignment an existing 8” VCP line off Via Zurtia.
The realignment was designed with an 8” vitrified clay jacking pipe ( VCJP) installed via directional boring located within an easement. This project also included a temporary sewer bypass line, the replacement of sewer manholes, and the reconstruction of an existing manhole. This project required coordination with the property owners and the Los Angeles County Sanitation Districts.
Via Campesina Street Improvements: HR Green prepared Street Improvements and Signing and Striping Plans from Via La Cuesta to Paseo Del Campo. This project included cold milling of existing AC pavement, Asphalt Rubber Hot Mix ARHM) overlay, construction of 8” AC berm, localized pavement repairs, and localized concrete repairs. 2021- 2022 Street Improvement Project: HR Green prepared Street Improvement and Signing and Striping Plans for approximately 2 miles of road along the coast. This project included cold milling of existing AC pavement, Asphalt Rubber Hot Mix (ARHM) overlay, construction of new concrete curb and gutter, and localized pavement repairs. This is primarily a residential area therefore coordination with the local schools was essential.
CONSTRUCTION MANAGEMENT, SUPPORT, AND INSPECTION SERVICES HR Green provides construction management and inspection of infrastructure improvements, such as pavement striping and marking on various roadways; annual street resurfacing and slurry seal program; citywide drainage improvements and street repairs; residential home reconstruction and installation of fencing/ barriers and warning signage; and city hall emergency generator replacement.
Our staff also coordinated with City public works maintenance staff in helping prioritize maintenance activities, catch basin cleaning, and placement of water quality BMPs due to El Nino.
Sample CM and Inspection Projects
FY 18/ 19 Miscellaneous Street Repairs City Project No. 673- 19 Palos Verdes Estates - Construction management and inspection for the repair of 40 Locations thorough out the City including cold milling existing AC pavement asphalt concrete overlay, localized full-depth pavement repairs, localized concrete repairs, pavement striping and markings, crack filling and sealing, constructing Hollywood AC berms. The construction value $184,452 and duration 35 working days.
DocuSign Envelope ID: CB109B15- A28B-4CB9-BC8B-F3FE05FA3CE3 171
Engineering Services and Land Development | City of Palm Desert HR Green has provided a wide scope of resources, shown
initiative to optimize a customer- centric service model, a capacity to identify and implement recommendations,
leveraged new technologies to streamline operational
efficiencies, and a strong commitment and ability to meet the City’s expectations.”
Ken Rukavina, PE
Former Acting City Manager/ Public Works Director/ City Engineer, City of Palos Verdes Estates ( Retired)
FY 19/ 20 Slurry Seal Project No. PW 677-19 Palos Verdes Estates - Construction management and inspection for 965,230 annual rehabilitation and slurry seal project on over 26 miles of street. The scope of the project included repair 36,275 sq.ft of cold mill and 1 1/2” Rubberized Hot Mix Asphalt ( ARHA/ M) Overlay and 305,000 sq.yd. of Type II Slurry Seal.
Palos Verdes Drive West Street Improvements Project No. PW- 681- 20 - Construction management and inspection for the $643,000 45 working- day Palos Verdes Drive West rehabilitation project. The project includes 204,000 sq.ft. of cold milling existing AC pavement, Asphalt Rubber Hot Mix (ARHM) overlay, localized pavement repairs, localized concrete repairs, update existing curb ramps to ADA standards, pavement marking and striping, and all other items not mentioned but indicated in the Plans and Specifications.
Project limits include Palos Verdes Drive West northbound from the Paseo Lunado to Via Coronel, Palos Verde Drive West southbound from Avenida Mirola to Paseo Del Mar, Addison Road from Cloyden Road to Chelsea Road, and Yarmouth Road from Rocky Point Place to Paseo Del Mar.
DocuSign Envelope ID: CB109B15- A28B-4CB9-BC8B-F3FE05FA3CE3 172
Engineering Services and Land Development | City of Palm Desert
REFERENCES
Bryan McKinney, PE
Public Works Director/ City
Engineer
P: 760.777.7045
E: bmckinney@laquintaca. gov
AJ Ortega
Building Official
Design and Development
Department
City of La Quinta
78495 Calle Tampico
La Quinta, CA 92253
P: 760.777.7018
E: aortega@laquintaca. gov
Civil Plan Check Services
City of La Quinta
Since 2013, HR Green has continuously provided full-service civil plan check services for commercial, residential, and custom home site projects involving coordination with Coachella Valley Water District requirements ( 100+ projects since 2013). We have helped to redevelop City standards and checklists and to update bulletins and calculation documents. We have also provided various types of review as shown below:
Reviewed the design of retention basins and water quality and air quality management plans for Trilogy (500+ acres)
Provided development coordination for the initial phase of SilverRock Resort, a golf resort. Responsible for providing plan check, preparing Requests for Proposals for design professionals and construction management services, marketing, and golf course operations. Participated in the project development team weekly meetings, sat on the consultant selection committee, negotiated professional service contracts, and maintained the projects implementation schedule. Facilitated award of first golf course construction contract. The construction bid for the grading contract came in approximately 18% under the engineer’ s estimate.
ADA plan check for Rabobank, Walmart, Plaza La Quinta Shopping Center Precise grading for commercial projects: El Pollo Loco, PGA West Sports Club, In-N-Out Burger – La Quinta Square, ALDI – La Quinta Square, The Chateau at Lake La Quinta, The Signature, Washington Park Retail Center, The Clubhouse at Andalusia Precise grading for residential projects ( Washington Street Apartments, Bollard Residence, La Quinta Retirement Community, The Orchard)
Since 2016, HR Green has reviewed the precise grading plans for the SilverRock site, which is being expanded to include two premier hotel brands, Montage and Pendry, a conference center, a new golf clubhouse, and a limited number of branded single- family homes, condominiums, and bungalows to deliver a world- class destination in the region.
HR Green has expedited approval of complex land development projects; achieved a 99% success rate meeting or beating City’ s aggressive turnaround review schedule; maintained positive collaboration with applicants/ developers to maintain project momentum; facilitated seamless reviews and approvals within a 100% paperless environment; and maintained staff continuity to promote consistency and quality deliverables.
HR Green has been providing plan
check services for the City of La
Quinta for several years and done a
great job of providing on time and
thorough reviews and coordination
with City staff. I would highly
recommend HR Green for any City’ s
plan checking needs.”
Bryan McKinney, PE
Public Works Director
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Engineering Services and Land Development | City of Palm Desert
REFERENCE
Wei Sun, PE, PTOE
City Traffic Engineer
City of Moreno Valley
14177 Frederick Street
Moreno Valley, CA 92553
P: 951. 413. 3149
E: wsunl@moval. org
Comprehensive Services
City of Moreno Valley
PLAN REVIEW, STAFF AUGMENTATION, TRAFFIC AND TRANSPORTATION The City of Moreno Valley, with a population of 200,000+, is a rapidly growing community with a limited in-house staff and extensive service and staffing needs to keep pace with plan review and encroachment permit requests. The City has undergone a prolonged period of population growth and development activity. The City has limited in-house staff, depending on consultants to keep pace with the ongoing development / infrastructure network expansion.
HR Green is engaged to provide a variety of plan review and staff augmentation services.
Since 2018, HR Green has been providing support to the Land Development and Transportation Engineering departments by having on- site engineering support responsible of traffic control reviews, traffic study reviews, land development project reviews, and permit release coordination. Economic Development is a main focus for the City, and HR Green has supported the City efforts to provide streamlined review of projects meeting quick turn-arounds centered in City project prioritization. HR Green is also providing support at development stakeholder meetings, and civil plan check review in behalf of Land Development and Transportation Engineering departments. We have:
Developed Transportation Impact Analysis Preparation Guide for Vehicle Miles Traveled and Level of Service Assessment.
Provided this comprehensive scope in both an on onsite and offsite role.
Regularly attended Pre-PRSC and PRSC ( Project Review Staff Committee) meetings and presented the Division’ s comments and conditions.
Determined and recommended alternatives, where applicable, for City Traffic Engineer approval.
Coordinated with other departments and divisions to facilitate design approval.
Assisted at the front counter to answer questions regarding transportation- related requirements.
HR Green has consistently
exceeded our expectations in
providing the transportation
engineering/ planning services.
The on- site engineers have
demonstrated strong expertise
in the land entitlement process.
Furthermore, the team has
excellent communication skills
in resolving the engineering
issues by coordinating with the
designers/ developers directly. We
are very happy to have the HR
Green engineers as a part of the
City’ s team.”
Wei Sun
Principal Engineer/ City Traffic
Engineer
DocuSign Envelope ID: CB109B15- A28B-4CB9-BC8B-F3FE05FA3CE3 174
Engineering Services and Land Development | City of Palm Desert Provided constructive feedback on City’s Accela Civic Platform (ACP) new feature, Digital Plan Room ( DPR) that allows reviewers to comment on plans within ACP, to improve interactive process.
Provided redlines and drafts for signing and striping as well as traffic control for Capital Improvement Program ( CIP) projects.
Under the entitlement review, reviewed site plans, conceptual grading plans, specific plans, environmental initial studies, and additional exhibits, such as line of sight exhibits and alignment studies. Met with the applicants and the City Traffic Engineer to monitor that the project not only follows the required state and local guidelines and standards, but also follows the City’s direction.
Reviewed scoping agreements, traffic studies, and VMT analyses. Provided comments for the City Traffic Engineer’ s approval prior to sending them out to the applicant.
Attended the Pre- PRSC and PRSC ( Project Review Staff Committee) meetings and presented the Division’ s comments and conditions.
Prepared conditions of approval as part of the entitlement process. Understanding the complexity of the City Traffic Engineer’ s positions and tasks, prepared and printed reports and exhibits in preparation of the public hearings and met with the City Traffic Engineer to discuss conditions of approval, project details and history.
Under the plan check process, reviewed traffic signal plans, signing and striping plans, street improvement plans, as-builts, and traffic control plans, in addition to grading plans and maps. Coordinated with the Land Development Division to find solutions to street improvement designs. Performed site visits to verify the accuracy of plans. Xassisted at the front counter in answering property owner’ s questions regarding transportation- related requirements.
Brought working knowledge of Accela Civic Platform ( ACP). The City incorporated a new feature in early 2021 called Digital Plan Room (DPR) that allows reviewers to comment on plans within ACP. Attended training and since its launch has reviewed plans using this feature. Provided feedback regarding the use of this new feature to improve the process. Trained new hires in using the platform.
Improved onsite- offsite circulation.
DESIGN - PAVEMENT REHABILITATION SERVICES
The City is a rapidly growing community with hundreds of miles of deferred pavement maintenance. With additional funding incoming for infrastructure improvements, but limited in-house staff, the City needed consultant assistance to prepare plans for the much needed Citywide Pavement Rehabilitation Program.
The City engaged HR Green to provide full plan preparation for 135 arterial/ collector street segments totaling over 80 centerline miles. To expedite the project HR Green assigned a full service design team to provide extensive field reviews, base mapping, utility coordination, pavement rehabilitation recommendations and design, and signing and striping plans per the City’ s General Circulation Plans and Bicycle Master Plan.
Sample Project: 2021-2022 Citywide Pavement Rehabilitation HR Green provided the street improvement and signing and striping plans for more than eighty (80) miles of arterial/ collector streets between two projects and ten phases. The project included the grind and overlay or slurry seal of arterial or collector streets throughout the City. In addition to the rehabilitation or maintenance of existing pavement, the project also included new signing and striping of all streets, including the addition of new Class II and Class III bikeways as well as several bicycle boulevards. HR Green had to take into the account the City’s adopted bicycle and pedestrian master plan and existing on-street parking to design the most effective and efficient corridors. At the City’s request to expedite the project, HR Green was able to complete the design of the first project within six months and the second four months after that.
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C. Firm Staffing and Key Personnel
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Engineering Services and Land Development | City of Palm Desert C. Firm Staffing and Key Personnel
1. Staffing
The City’s goals are to maintain business strength,
an inviting economic business climate, stewardship
of natural resources while providing a broad range of
shopping, housing, and entertainment opportunities
in an exclusive desert community.
HR Green has brought together an unparalelled team
of experienced engineers, designers, and support
staff to serve Palm Desert. They include:
Our Program Manager and Proposed City Engineer,
Tim Jonasson, PE, has extensive Coachella Valley
and Palm Desert experience.
The rest of our Key Personnel are listed in the chart
provided on this page.
Our proposed subcontractors, Traffex Engineers
Traffic/ Transportation Support Services), GEOCON
Geotechnical Services), NV5 ( Utility Design
and Capital Project Funding), Terra Nova (CEQA
Services), Dennis Janda, Inc. (Survey/ Mapping
Support Services), Counts Unlimited ( Traffic
Data Collection Services), VRPA ( Traffic Support
Services), and Forbes Traffic Solutions, Inc. ( Traffic Signal Synchronization Services) all have significant
Coachella Valley experience.
Currently, HR Green serves 100+ agencies
nationwide in the provision of on- call/ as- needed
engineering support services.
Moreover, we have the staff depth (600+ nationally,
more than 60 in Southern California), breadth of
technical competency, and local knowledge to
efficiently meet and exceed your performance
expectations.
Name Discipline / Job TItle
Management Team
Tim Jonasson, PE
Program Manager / As-Needed
City Engineer, Traffic/
Transportation Task Lead
George A. Wentz, PE Principal- in-Charge
Steve Loriso, PE, QSD/QSP Project Manager / Coordinator, QA/ QC
Tina York, PE Plan Check Task Lead
Chase Keys, PE Design Task Lead
Carolina Fernandez, EIT Development Review Task Lead
Mike Myers, PE City Surveying
Gary Yeo, CCM CM/Inspection Task Lead
HR Green Key Staff
Gary Peterson, CCM
Public works, private development
and golf course construction
inspection
Eric Lomelli Sr. Inspector - PM-10 Certified
Derek Wieske, PE Plan Review
Marla Doyle, PE Plan Review - PM-10 Certified
Angela Saxton, QSD/QSP, CISEC,
CESSWI
Plan Review - Hydrology/
Hydraulics
Lillyanna Diaz Development Review
HR Green Subcontractors - Key Personnel
Nazir Lalani, PE, TE Traffic Support ( Traffex
Engineers)
Lisa Battiatio, CEG, APM, LEED
AP
Geotechnical Task Lead
GEOCON)
Nicole Sauviat Criste Environmental Services Task
Lead (Terra Nova)
Jeff Cooper, PE
Utility Design and Capital Projects
Funding ( NV5)
Dennis Janda, PLS Map/Survey Support(DJI)
Eric Lohr, PE VMT Analysis ( VRPA)
Jim Forbes Signal Synchronization Services
Forbes Traffic Solutions)
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Engineering Services and Land Development | City of Palm Desert C. Firm Staffing and Key Personnel
2. Key Personnel
Key Personel Staff Name Role
Years of ExperienceCoachella Valley Region ExperiencePalm Desert ExperienceProject / Program ManagementPermit ProcessingEngineering Plan ReviewMap ReviewLand Development CoordinationCity Engineer and/ or City SurveyorAccessibility / ADA DesignDesign ManagementPS& E PreparationBid / Construction SupportTechnology Implementation / Electronic ReviewStaff AugmentationBroadband Consulting / Policy DevelopmentConstruction Management/ InspectionTransportation Planning/ Traffic EngineeringTraffic Operations / ITSRoadwaysBridges / InterchangesWet UtilitiesDry UtilitiesDrainageTraffic SignalsElectronic Plan CheckTim Jonasson, PE City Engineer / Program Manager 37 l l l l l l l l l l lllll
lllll
llll
l George Wentz, PE Principal- in- Charge 52 l l l l l l l l l l l l l l l l l lll ll ll l Steve Loriso, PE, QSD/ QSP Project Manager/ Coordinator ( QA/ QC) Task Lead - Traffic/ Transportation 26 l lll llll l l l l l l l l l l l l l l l l Tina York, PE Task Lead - Plan Check 36 l llll l l l l l l l l l l l Carolina Fernandez, EIT Task Lead - Development Review 9 l l lll llll l l l l l l l l l l l l Chase Keys, PE Task Lead - Design Services 10 l l l ll llll l l l l l l l l l l l Mike Myers, PE
Task Lead (City Surveyor)46l l l l l l l l l l l l l l l l l l l l l l Gary Yeo Task Lead - CM/ Inspection 34 lll l l l l l l l l l l Derek Wieske, PE Plan Check Team 33 l l l l l l llll llll l l l l l l l l Marla Doyle, PE ( PM10 Certified) Plan Check Team 42 l l l l lll ll l l l l l l l l l l l l
lBrian Jahn, PE, TE Design Team ( Traffic Design) 38 l l l l l l l l l l l l
l
l
l
l
llll Eric Lomeli, PESenior Inspector 23 l l l l l l l l l l l Alan Petersen, CCM Inspection Team 35 l l l l l l l l l l l l l l l HR Green Subcontractors Lisa Battiato, CEG, APM, LEED AP Task Lead - Geotechnical ( GEOCON) 25 l l l l l l l l l l ll Dennis Janda, PLS Task Support - Survey ( DJI) 42 l l l l l l l l l l l l l Nazir Lalani, PE, TE Task Support - Traffic Operations ( TRAFFEX) 48 l lll l l l l l l l l l l Jeff Cooper, PE Utility Design ( NV5)44 lll l l l l l l l l l l
ll lllll l l Nicole Sauviat Criste Task Lead - Environmental ( TERRA NOVA) ll 42l
lll lllll
178
Engineering Services and Land Development | City of Palm Desert C. Firm Staffing and Key Personnel
3. Team Organization
Design
Task Lead - Chase Keys, PE l
Brian Jahn, PE - Traffic Design l
Jeff Cooper, PE - Utility Design and Capital Project
Funding l
Nicole Sauviat Criste ( Terra Nova) - CEQA Services l
Plan Check Review Team
Task Lead - Tina York, PE l
Derek Wieske, PE l
Marla Doyle, PE ( PM- 10 Certified) l
Angela Saxton, QSD/ QSP, CISEC, CESSWI l
Tim Jonasson, PE l
Program Manager /
As- Needed City Engineer
Steve Loriso, PE, QSD/ QSP l
Project Manager/
Coordinator - QA/ QC
George A. Wentz, PE l
Principal- in- Charge
City of Palm Desert
Construction Management and
Inspection
Task Lead - Gary Yeo, CCM l
Eric Lomeli, Senior Inspector ( PM- 10 Certified) l
Gary Petersen, CCM l
Traffic / Transportation
Task Lead - Tim Jonasson, PE l
Nazir Lalani, PE, TE, Traffic Operations l
Counts Unlimited, Traffic Data Collection
Jim Forbes, Traffic Signal Synchronization/
Coordination l
Eric Ruehr, PE, TE, PTOE, VMT Analysis l
LEGEND
l HR Green Key Personnel
l NV5 Key Personnel
l Traffex Engineers, Inc. Key Personnel
l Terra Nova Key Personnel
l GEOCON Key Personnel
l Dennis Janda, Inc. Key Personnel
l Counts Unlimited Key Personnel
l VRPA Technologies, Inc. Key Personnel
l
Forbes Traffic Solutions, Inc. Key
Personnel
Mapping / Survey
Task Lead - Mike Myers, PE l
Dennis Janda, PLS l
Task Lead - Carolina Fernandez, EIT l
Lillyanna Diaz l
Development Review
Geotechnical
Lisa Battiato, CEG, APM, LEED AP l
Up to 600+ Additional Staff Available Nationally As Needed Per the RFP, biographies of our key personnel have been provided as a separate document.
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Engineering Services and Land Development | City of Palm Desert C. Firm Staffing and Key Personnel
4. Subcontractors
Terra Nova is a full service land use and environmental planning firm with a highly professional team of
experienced urban and environmental planners and
technical staff. Founded in Palm Springs in 1984, Terra Nova enjoys a strong reputation for providing clients
with professional services of high quality, creativity and innovation, and scientific objectivity.
Terra Nova has provided public sector planning,
environmental and other analytical services to a wide
range of public agencies, including all cities of the
Coachella Valley, the City of 29 Palms, the Towns of Yucca Valley and Apple Valley, the County of Riverside, the City of San Bernardino, the City of Riverside and others.
The firm's experience is wide ranging and includes the
preparation of EIR/ EISs for major projects, Comprehensive and General Plans, Zoning Ordinances, and large
scale mixed- use development. We have also prepared
CEQA Initial Studies for dozens of jurisdictions and
hundreds of projects, and NEPA EAs for the Bureau of
Land Management, Bureau of Reclamation, Bureau of
Indian Affairs, the Federal Highway Administration, the US Economic Development Administration and the US
Department of Energy.
Terra Nova has extensive experience in environmental
assessment and planning, including land use and resource surveys, natural resource assessments and inventories,
demographic profiles, housing trends and supply
assessments, facilities planning and market feasibility studies. As a planning firm, Terra Nova is particularly attuned to certain environmental assessment issues,
including land use feasibility and compatibility, housing impacts, natural resources protection and integration,
visual, traffic and noise impact analyses, and air quality.
TERRA NOVA - Environmenal Services
HR Green is pleased to continue to work with the following subcontractors to provide high-quality services to the City of Palm Desert.
GEOCON - Geotechnical Services
Geocon is a California corporation, with offices in
nearby Redlands and La Quinta, established in 1971
as a professional engineering consulting firm providing comprehensive geotechnical engineering, geotechnical
instrumentation, environmental consulting, engineering
geology, geotechnical instrumentation, and construction inspections, including materials testing and special
inspections. In addition to these services, Geocon
also provides environmental remediation contracting
cleanup) services and operate soils and materials testing laboratories. Each office is supported by state- of-the- art inventories of field equipment and instrumentation,
comprehensive technical libraries, and modern
data- management systems.
NV5 - Utility Design and Capital Project Funding
NV5, Inc. has been providing engineering and consulting services to public and private sectors for more than 70 years, delivering solutions through six business verticals:
Testing, Inspection and Consulting; Infrastructure; Utility Services; Environmental Health Sciences; Buildings and
Program Management; and Geospatial Technology. With
more than 100 offices nationwide and abroad, NV5 has
access to over 4,000 employees in a variety of fields who help clients plan, design, build, test, certify and operate projects that improve the communities where we work.
NV5’s team specializes in the project management,
engineering design, survey, plan check, construction
management and inspection of capital improvement
projects, including: streets, traffic systems, water
and wastewater systems, dry utilities, drainage and
flood control, parks and recreational facilities, vertical construction, and landscaping and grading. Their team
includes licensed civil engineers, licensed contractors, construction managers, certified inspectors and
experienced public works professionals. All team members have extensive experience working within the structure of municipal government and public construction policy and will seamlessly integrate with the City’s team.
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Engineering Services and Land Development | City of Palm Desert COUNTS UNLIMITED - Traffic Data Collection
Counts Unlimited has been providing traffic data collection services for the past 30 years. All of their employees are very experienced; from their Project Managers to Road
Tube Field Technicians to their Traffic Data Collectors.
They have assembled a workforce that is both highly
trained and highly skilled. Their Data Collection Services are field tested and provide proven accuracy. Their
equipment is top-of-the-line and routinely maintenance
for best performance. Their employees are routinely
monitored for accuracy, and are required to attend periodic meetings enforcing count accuracy methodologies.
Roadway Classification Counts utilize non-intrusive,
pneumatic road tube setups that can classify each lane
of traffic individually. This produces a much higher rate of accuracy, as opposed to performing the count with one set of tubes for multiple lanes of traffic.Time- sensitive projects are not unique to the industry and Counts Unlimited strives to offer the fastest turnaround time in the business. Upon request and availability, count reports can be provided within 24 hours.
TRAFFEX ENGINEERS, INC. - Traffic Support Services
Traffex Engineers provides traffic engineering services to municipal agencies ranging from the complete
responsibilities of traffic engineering functions to
specialized operations such as synchronized signal
systems and studies designed to improve pedestrian and
bicycle facilities. Nazir Lalani, PE, TE, works collaboratively with both city and county agencies throughout California in developing policies and solutions in the following areas:
Establishing and Fine Tuning Synchronized Traffic Signal Systems
Expert Witness Services
Designing Pedestrian and Bicycle Facilities
Establishing/ Implementing Residential Traffic
Management
Traffic Control for Construction Zones
Traffic Signal Design, Signal Coordination Systems
Railroad Highway Grade Crossings
Transit Planning and Operations
Highway Design and Intersection Safety
Reviewing Traffic Impact Studies
Peer Review of Roundabout Designs
Safety Assessments
Dennis Janda, Inc. is a private corporation providing
Land Surveying and Mapping Services. The owners and
managers of DJI have worked together for both Public and Private Sectors Clients, throughout California since 1997.
DJI' s core staff has their roots in the traditional disciplines of Land Planning, Civil Engineering, Land Surveying and Mapping. Upon this foundation, they added a diverse team of professionals using the best use of equipment and
technology to contribute to their client’ s specific project goals and schedules.
DENNIS JANDA, INC. - Mapping and Surveying Support
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Engineering Services and Land Development | City of Palm Desert FORBES TRAFFIC SOLUTIONS, INC. - Traffic Signal
Synchronization/ Coordination
Forbes Traffic Solutions provides experienced technical support to local and regional government agencies on all aspects of Traffic Systems and Transportation Products.
They possess extensive knowledge of product hardware
and software applications, as well as systems installation and configuration. In addition, they have the ability to do training and education on a wide array of industry
equipment. Forbes Traffic Solutions was founded in June of 2014 in the Orange County area.
Jim Forbes, founder, is a Traffic Systems Consultant who specializes in the interconnectivity of traffic systems based on his astute understanding of product hardware and
software applications, signal communications, and system design and implementation.
VRPA TECHNOLOGIES, INC. - VMT Analysis
VRPA Technologies, Inc. uniquely combines engineering
expertise and professionalism with creative thinking and innovative problem solving. The result is an extraordinary transportation engineering and planning firm that
possesses the essential expertise as well as the ability to look across disciplinary boundaries for solutions others may overlook. This innovative approach is evident by
the expanse of services available to VRPA Technologies
diverse clientele, which includes both the public and
private sectors consisting of state governments, regional agencies, counties, and cities, as well as private planning/ engineering firms. Each client receives what VRPA
Technologies is known for…on time, on target, on budget professional service.
VRPA Technologies offers comprehensive consulting
services throughout California and other Western States.
Specialized fields of service include transportation
planning/ modeling, circulation and traffic engineering analysis, transportation demand and systems
management, infrastructure financial planning, Intelligent Transportation Systems ( ITS) planning and integration, as well as mass transportation, bicycle, non-motorized, and aviation planning and design. Furthermore, VRPA
Technologies has extensive experience in public outreach, land use modeling, regional housing needs assessment,
environmental analysis, and air quality and noise
planning and modeling. VRPA Technologies has been
very successful with development of complicated and
controversial transportation projects because we also
handle the public outreach components for those same
projects with well- seasoned staff from around the State.
In a position to utilize this broad experience base is an energetic staff equipped with the necessary tools and
can do” attitude to ensure a successful outcome to every challenge undertaken.
The staff of VRPA Technologies has accumulated over
one hundred and twenty- five (125) years of professional planning and engineering experience. From this existing experience base, VRPA Technologies continuously seeks
to further expand the experience level of the firm and its staff. VRPA Technologies prides itself on a desire to tackle unique projects from an innovative angle.
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D. Proposed Method to Accomplish
the Work
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Engineering Services and Land Development | City of Palm Desert D. Proposed Method to Accomplish the Work
Category A: General Municipal Engineering Services
Efficient, transparent processing of private development projects that maintain the high standards of the City of Palm Desert as well as high quality comprehensive scoping and design of the City' s capital projects are paramount and will be the primary objectives of HR Green’s team. For Palm Desert we will provide seasoned professional engineering and support staff already familiar with the City' s private and public project development workflows to that will allow us to effeciently coordinate projects within the City departments. HR Green’ s local experience in the Coachella Valley, combined with our staff’s ability to work alongside City staff allows us to seemlessly integrate into your organization to provide the highest quality projects for the community.
OUR COMMITMENT TO PALM DESERT:
HR Green staff will be assigned to Palm Desert to the maximum extent needed.
STAFF AUGMENTATION
Since 2008, HR Green has been providing high quality
staff augmentation services to numerous clients across
Southern California, including City Engineers, Professional Land Surveyors, Traffic Engineers, Senior Engineers and QA/ QC professionals. Additionally, we have provided
experienced permit technicians and counter personnel for several municipalities who require customer service staff.
Since 2021, HR Green has been supplying Palm Desert
with a Senior Land Development engineer, a Senior
Manager for Land Development quality control and a
Public Works Inspector for private development and capital project inspection. For this proposal, HR Green is pleased to add City Engineer, City Surveyor, Traffic Engineer, and Project Manager/ Coordinator ( QA/ QC) positions that we believe will take the City’s private development entitlement and review processes, as well as capital project delivery, to the next level. Each position will be available for weekly office hours as designated in our fee proposal, as well as by appointment with 48 hours’ notice. We will work
alongside staff to truly augment the City’ s operational capacity while also making process improvements that will be noticed by the development community. HR Green’s
staff is trained to facilitate development that meets the City’s standards by partnering with developers to achieve best results. All of our staff are problem solvers that understand the investment risk undertaken by developers as well as the City on development projects and are adept at resolving issues that arise on virtually every project early in the process.
It should be noted that HR Green’ s proposed staff
have worked together across numerous contracts
for clients throughout Southern California and will
bring synergy and efficiencies of understanding to
the City.
Supervision and Communication
HR Green is committed to immediately addressing
concerns or requests from the City. HR Green’s Project
Managers and Task Leads will listen to the City’s request and develop recommendations that address the issue
for the City to consider. Additionally, they will manage all aspects of the contract, including the high quality performance of our staff and subconsultants for the
various services requested by the City. Tim and our Task Leads will always keep open lines of communication to
City staff and management. Should the need arise, our
Principal- in-Charge, George A. Wentz, PE, will also be available to the City to answer any questions or concerns regarding our performance or any other aspect of the
contract.
CITY ENGINEER
As requested in the City’s RFQ and addenda, Tim
Jonasson, PE will be HR Green’ s Program Manager and
available as needed for City Engineer related services. Tim worked for the City as the Interim Public Works Director and has an intimate knowledge of the day-to-day workings of the City, as well as the City’s longer-term goals, bugets and plans to meet the growing needs of the City.
Tim currently works as a Director in HR Green’ s
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Engineering Services and Land Development | City of Palm Desert Governmental Services business line at our Palm Desert
office and currently serves as the Senior Manager for the City’ s Development Services Department.
Tim has experience fulfilling all of The City’s needs,
including:
Being available as needed for in-house coordination
of development and capital projects, policies and
procedures, as well as public works operations.
Tim has worked extensively with the Coachella
Valley Association of Governments, Riverside
County Transportation Commission and Southern
California Association of Governments on a variety
of transportation related projects. He and our
proposed Traffic Engineer have worked closely on
numerous neighborhood traffic and traffic operations
improvements for La Quinta.
His experience has allowed him to make numerous
technical decisions related to engineering best practices and municipal code interpretation.
Tim will be available as needed to attend meetings with staff, developers and outside agencies.
Tim has the necessary experience in numerous
Public Agencies that includes Land Development, City
Engineer, Director, and Senior Engineer knowledge.
Tim knows the Coachella Valley and all the local
municipalities well and can easily coordinate with
outside city agencies ( Riverside County Fire, Coachella Valley Water District, Coachella Valley Association of
Governments, Imperial Irrigation District, and others).
He understands the creation of policies and procedures
for a city like Palm Desert and can provide knowledgable recommendations ( code updates, technical policies), and be available for field inspections/ questions that need to be resolved timely.
As a former Public Works Director, Tim has reviewed
and authored countless staff reports throughout his
career.
Additionally, HR Green is providing Steve Loriso, PE, QSD/ QSP in the Project Manager/ Coordinator ( QA/ QC) position.
HR Green’s Organization Chart can be found on Page 18.
Both Tim and Steve’s bios can be found in the separatelyprovided HR Green Resumes document.
DEVELOPMENT REVIEW
Carolina Fernandez, EIT, currently works with the City of Palm Desert as the Land Development Engineer and will
continue to do so. She will be your primary contact for development review services including:
Preparation of general correspondence and staff
reports, and coordination with developers, engineers,
staff, and the general public related to the engineering review of private developments.
Assisting the Planning Division Development Application Review/ plan check. Carolina will coordinate with your
staff and our Plan Check Task Lead, Tina York, PE, and
internal HR Green staff to provide all necessary plan
reviews.
Issuing Grading Permits through the Permit Center.
Coordinateion with our Geotechncial Subconsultant,
GEOCON, for reviews of Soils/ Hydrology Reports.
Calculate and monitor fees/deposits for permits.
Review, check and make recommendations regarding
land use applications within 10 working days of receipt.
Recommend conditions of approval for development,
including off-site improvements and financial obligations.
Establish bond amounts, determine financial obligations and other development fees within the proper sequence
of development reviews.
Recommend and process bond releases through City
Staff.
Coordinate with appropriate staff to observe
construction of improvements by private developers
and make recommendations regarding completion and
acceptance of the work.
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Engineering Services and Land Development | City of Palm Desert Entitlement Reviews - Our team is tailored to also
meet all aspects of the entitlement and planning
application review process. The HR Green team will
review for consistency and adeptness to local code,
establish design restrictions and provide project
constraints, analyze development impacts within and
beyond the site, and ultimately provide project specific recommended conditions of approval. HR Green has
developed a streamlined focused approach to our
planning application review; upon receipt of a project
we’ll notify the appropriate City staff of any additional documents/ reports to provide a comprehensive
engineering review. Our first project review is a
comprehensive take on project requirements inclusive
of alternative scenarios considerations and constraints.
The goal is to provide the developer adequate and
sufficient information for a final resubmittal. At first project review, HR Green will provide the City with a list of comments and observations, and the beginning draft
of conditions of approval based on the available reports.
Upon completion of the project review, HR Green will
submit a final report to the City setting forth our findings and recommendations from an engineering perspective.
The report will include final recommended conditions
of approval and mitigation measures tied to the
development. HR Green is available for project review
meetings and presentations as requested by the City.
At the conclusion of each development review, the
reviewer digitally stamps (signs hard copies) each sheet of the redlined document or the cover page on reports with the date, reviewer’ s initials, and submittal number. The redlines, a comprehensive comment letter, and checklist are provided to all stakeholders.
All documents are turned around on-time or ahead of
schedule. HR Green earnestly seeks to meet or beat your expectations. We are able to meet the most hard- hitting schedules with a near perfect track record.
The City greatly appreciates their [ HR
Green’ s] timely and efficient response, ability
to build consensus between stakeholders,
strong knowledge of the entitlement process,
and successful experience in delivering
well-received, multi- faceted municipal
consulting services.”
Grant Yates, Former City Manager
City of Lake Elsinore
DocuSign Envelope ID: CB109B15- A28B-4CB9-BC8B-F3FE05FA3CE3 186
Engineering Services and Land Development | City of Palm Desert
GEOTECHNICAL SERVICES -
DEVELOPMENT REVIEW ( PLAN
CHECKING)
Carolina and Tina will coordinate with our subconsultant, GEOCON, for geotechncial reviews.
GEOCON will evaluate all geotechnical engineering
reports and provide comments to the reports to meet
City requirements for the particular type of development project. GEOCON will also review grading plans to ensure compliance with the recommendations from approved
geotechnical report.
HYDROLOGY
Hydrology reports can be reviewed as a standalone project or in association with the Water Quality Management Plans (WQMPs). Due to the implications
project drainage has on the discharge of pollutants, our reviewers always consider the requirements for water
quality in our comments. HR Green is familiar with the
Rational Method of calculation to be used for study
areas less than 500 acres as well as the Synthetic
Unit Hydrograph Method which would be used on large
sites that have drainage routing through detention and/ or retention basins. We have accustomed several of the
hydrology software employed by design engineers such as HEC-1, AES, and Rational, Synthetic Hydrograph, or Basin Routing software from Civil Design and the requirements of Riverside County Flood Control and Water Conservation District requirements and criteria.
All hydrology reports are reviewed against existing
conditions and proposed conditions, taking into
consideration off-site flows and the protection of all
downstream properties. The deliverables for each
review will include the marked up report and supporting documents, the completed checklist, and a comprehensive corrections letter and/ or approval letter.
ADMINISTRATION / MISCELLANEOUS
Carolina, Tim, and the entire HR Green team will work
together to provide administrative and miscellaneous
services to the City as needed. They are already
well- versed in the City’s Land Management System and
Bluebeam, minimizing ramp- up time. If additional HR
Green staff are needed to fulfill these services, they will coordinate to see that experienced and knowledgable staff is brought to bear in a timely manner to fulfill the City’s needs.
Such staff services could include, but are not limited to:
Provide information to City staff on City policies and
procedures related to Engineering Procedures manual.
Assist and implement as-needed emergency work as
directed by City staff.
Coordination with property owners as directed by City
staff.
Coordinate with other agencies, the public, and utility companies on engineering matters.
Prepare CAD exhibits, public outreach material,
complex Microsoft Excel spreadsheets, Microsoft Word
documents, PowerPoint presentations, as directed, for a variety of Engineering topics.
Provide other engineering support services, as needed.
EXTERNAL CUSTOMER SERVICE AND
PERMITS
Public Counter / Permit Issuance
HR Green’ s onsite team including the Land Development
engineer and City Engineer will be available to assist at the public counter during office hours. This includes meeting with developers, engineers and contractors. HR Green
will assist with issuing encroachment permits, processing public records requests (within 10 business days) as
well as questions from city staff and external inquiries at the public counter. As appropriate HR Green’ s team will engage staff for review of responses to developers and the public.
DocuSign Envelope ID: CB109B15- A28B-4CB9-BC8B-F3FE05FA3CE3 187
Engineering Services and Land Development | City of Palm Desert D. Proposed Method to Accomplish the Work
Category B: Traffic Engineering Services
As detailed in Category E: General Public Works Municipal Engineering Services, HR Green and its subconsultant,
Traffex Engineers, will provide comprehensive Traffic
Engineering and operations support services for Palm
Desert. This will include Traffex’s president, and local resident, Nazir Lalani, PE, TE, as primary for all Traffic Engineering issues.
HR Green will coordinate traffic review of development
projects through is subconsutant, Traffex Engineers, Inc.
Traffex' s president, Nazir Lalani, PE, TE, will coordinate with the Land Development engineer on all entitlement
projects involving traffic studies. traffic signal warrant analysis, multi- way stop analysis, capacity and safety analysis, traffic operations analysis and transportation planning studies for development projects as required.
Traffex will also develop alternative analysis and
preliminary engineering design as needed.
HR Green' s subconsultant VRPA Technologies, Inc., will perform any Vehicle Miles Traveled ( VMT) analysis as
required for certain types of development. HR Green will provide any necessary transportation modeling, area- wide studies, and road impact fee analysis.
Traffex has extensive experience in preparing and
reviewing traffic impact studies prepared as part of the application process for new development projects. This
also includes developing comprehensive guidelines for
consultants preparing such studies to ensure a consistent approach. Critical points to monitor in the preparation and review of such studies are:
Defining the study area to include all facilities that could potentially be impacted.
The proposed distribution of future traffic is consistent with the project location and available count data.
The traffic analysis is based on, and consistent with, the most current site plan for the project.
The capacity analysis is consistent with the parameters set forth by the City in its Traffic Impact Analysis policy guidelines.
Responsibility for mitigation measure implementation
and monitoring.
Making sure the Environmental Impact Report
incorporates all mitigation measures.
The impacts of SB 743 (Vehicle Miles Traveled analysis) on future traffic impact studies will have to be taken into consideration where its provisions affect other proposed development projects in the City.
Note: Traffex and VRPA have been performing review
of Traffic Impact Analysis studies on select private
development projects for approximately one year and are very familiar with the City’s requirements and policies regarding traffic impacts and mitigation.
DocuSign Envelope ID: CB109B15- A28B-4CB9-BC8B-F3FE05FA3CE3 188
Engineering Services and Land Development | City of Palm Desert D. Proposed Method to Accomplish the Work
Category C: Engineering Plan Check Services
While most processes represent the old guard and more
of the same, HR Green is evolutionary, bringing fresh
and new ideas, using the latest technology, advanced
permitting, and project software. Our plan check team,
led by Tina York, PE, has been providing electronic plan reviews for two decades. While we still complete hard
copy reviews when requested, well over 90% of our
reviews are completed within three reviews electronically, saving our clients time and money.
HR Green’ s Land Development Engineer, Carolina
Fernandez, and our Project Manager/Coordinator, Steve
Loriso, PE, QSD/ QSP, will coordinate to faciliatet plan review with Tina and her plan check team. This will help provide a quality review to first round plan checks and provide as-needed oversight to the rare checks that go
beyond three rounds.
As a fail-safe, if a plan check exceeds three reviews, HR Green’ s City Engineer, Tim Jonasson, PE, will be brought in to discuss the comments with the developer’ s engineer.
We believe that such accomodations will help streamline the process and provide clarity of communication between the City and developers.
WHAT OUR CLIENTS SAY
Lennar and the engineering, building and public works
staff (HR Green) have collaboratively worked together to solve many very complex and high profile issues. Lennar appreciates the HR Green team’ s expertise, fairness, and responsiveness.”
Geoff Smith, Vice- President, Forward Planning,
Lennar Homes – Inland Empire
HR Green’s electronic plan check system provides instant file delivery to all responsible parties, making the review process more efficient and expeditious; at a glance history of all data transfers; and instant project deadline tracking and notification.”
Carmen Barsu, PE, QSD, Public Works Engineering
Associate, City of Pomona
HR Green has been successful performing plan checking,
and other development reviews for the City of Hemet
since January 2019. The firm brings a business sensibility to electronic plan review and engineering management,
working closely with our Community Development staff to streamline and assist with the development entitlement
process. Further, HR Green is an ideal fit for combining experience with value by reducing the amount of paper,
time, travel, and costs associated with the plan review process. The use of the virtual cloud promotes real time project tracking.”
Christopher Lopez, Former City Manager, City of
Hemet
HR Green has played a key role as the agency’ s plan
review/ inspection consultant on our projects. We have
greatly valued their responsiveness/ ability to work together to find solutions and coordinate with multiple agencies to facilitate the development process. Tina York and her team provide thorough and accurate review comments to our
development engineers, and respond quickly to expedited reviews. Their proficiency to collaborate using digital commenting of plans (electronic plan check) has saved us time and money.”
Daniel Wozniak, Project Manager, Pulte Homes Corp.
DocuSign Envelope ID: CB109B15- A28B-4CB9-BC8B-F3FE05FA3CE3 189
Engineering Services and Land Development | City of Palm Desert HR Green’ s review services include:
General Civil Plan Review Services – Most of our
plan review team has more than 30 years of experience
providing plan review for grading (mass, rough, and
precise), erosion control, WQMP, hydrology and hydraulic studies, soils reports, streets, streetlights, roadway
alignments, signing and striping, traffic signals, sewer plans, storm drains, all supporting calculations, landscape and irrigation plans, real property, and utility permits including small cell and fiber optics. Each plan is
compared to the appropriate Specific Plan, the final map, and other improvement plans for the project to verify
conformance and no conflicts. Sewer and storm drain
plans are compared to the master plans. The plans also
go through a thorough investigation for compliance to
conditions of approval, Federal, State, County, and City standards and regulations, Municipal Codes, Ordinances, Resolutions, policies, procedures, checklists, and City approved format/ preferences, Caltrans Standard Plans
and Specifications, Traffic Manual, and Highway Design
Manual, and the Riverside County Local Drainage Manual
and Hydrology Manual.
Mapping Review Services – Our survey review team
is conversant in the requirements of the California
Subdivision Map Act. The review of each tentative
map, parcel or final tract map, legal description, lot
line adjustment and easement deeds include the
coordination of the documents submitted for review
map, closure calculations, etc.) for compliance with
the City’s Municipal Code, Resolutions, Specific Plans, Conditions of Approval, Tentative Map, checklists, and
City-approved format/ preferences as well as Riverside
County requirements.
Grading Plans – Our reviewers have years of
experience reviewing grading plans, including both
Rough and Precise grading. We understand the
concerns associated with geophysics, hydrogeology,
soil and groundwater contamination, soil remediation,
soil stabilization, seismic and liquefaction, etc. Our
team applies their stellar knowledge to grading
plans, structural segmental retaining walls, and other
infrastructure plans.
WQMP and NPDES Compliance Review - HR Green’s
core WQMP reviewers are proficient using several
electronic platforms for reviewing the submitted
documents and entering the resulting comments. This
will allow us to hit the ground running and maintain the City’s continuity. The vast majority of reviews will be handled by our primary reviewer, Angela Saxton, QSD/
QSP, CISEC, CESSWI, who has a well- earned reputation
throughout Southern California.
Hydrology and Hydraulic Calculation Review -
Hydrology reports can be reviewed as a stand- alone
project or in association with the WQMPs. Due to the
implications project drainage has on the discharge
of pollutants, our reviewers always consider the
Meeting and Exceeding the City’s Plan Check Turnaround Goals All documents are turned around on-time or ahead of schedule. HR Green earnestly seeks to meet or beat your expectations. We are able to meet the most hard- hitting schedules with a near perfect track record. Orange County ( our client for more than seven years) has an aggressive schedule of 5/3/1 business day turn- around. We have met or beaten this schedule better than 98% of the time.
HR Green’ s Plan Check Turnaround Time
PLAN CHECK PALM DESERT EXPECTATION
1st Submittal 10 business days or less 3 weeks
2nd Submittal 5 business days or less 2 weeks
3rd and Subsequent Submittals 5 business days or less 1 week
FAST- TRACK/ EXPEDITED REVIEWS
1st Submittal 5 business days or less 5 business days ( Maximum) DocuSign Envelope ID: CB109B15- A28B-4CB9-BC8B-F3FE05FA3CE3 190
Engineering Services and Land Development | City of Palm Desert requirements for water quality in our comments. HR
Green is familiar with the Rational Method of calculation to be used for study areas less than 500 acres as
well as the Synthetic Unit Hydrograph Method which
would be used on large sites that have drainage routing through detention and/ or retention basins. We have
accustomed several of the hydrology software employed
by design engineers such as HEC-1, AES, and Rational,
Synthetic Hydrograph, or Basin Routing software
from Civil Design and the requirements of Riverside
County Flood Control and Water Conservation District
requirements and criteria.
All hydrology reports are reviewed against existing
conditions and proposed conditions, taking into
consideration off-site flows and the protection of
all downstream properties. The deliverables for
each review will include the marked up report and
supporting documents, the completed checklist, and a
comprehensive corrections letter and/or approval letter.
Infrastructure Improvement and Traffic Plan
Reviews - HR Green infrastructure improvement and
traffic review services ensure a high level of public
safety. The investment in infrastructure is an asset that should withstand time. At a minimum, our infrastructure review services include verification of conformances
with the current version of your standard plans, CalTrans Design Manuals, Manual of Uniform Traffic Control
Devises ( MUTCD), San Bernardino County design
manuals, and Standard Specifications for Public Works
Construction.
Water, Sewer, Storm Drain - With decades of
experience in Fugitive Dust Control (PM10) review
services, our team applies a high standard of care to
the review of PM10 plans. Our PM10- certified reviewer, Marla Doyle, PE, will ensure the plans are reviewed for compliance with the Air Quality Management District’ s
Coachella Valley PM10 State Implementation Plan.
Marla’ s resume can be found in the separately- provided HR Green’ s Resumes document.
Structural Review - At HR Green, we offer full-service
support for public improvements. Our structural
reviewers are conversant in all applicable requirements of the California Building Code as well as a multitude of other regulatory codes as they relate to retaining walls and utility and traffic signal pole foundations as well as to bridge designs.
Ability to Accept and Review plans/ reports
Electronically - HR Green was completing electronic
plan checks many years prior to many of our
competitors.
Coordination with City Departments - Our Task
Lead, Tina York, PE, is a hands- on manager. Tina and
our Land Development Revew Task Lead, Carolina
Fernandez, will be available to the City throughout
the duration of this contract. Tina, Carolina, and
our staff will coordinate our work through the City’s
various departments as necessary and can work as
an extension of your staff. Tina actively monitors all
services and has a goal to get plans approved at third
submittal. She will confer and/or meet with the City,
developers, engineers, surveyors, and contractors.
She will prepare agendas and attend all coordination
meetings including meetings to discuss redlined
comments for entitlement, land development civil or
survey reviews, and utility permit reviews and other
potential issues which may delay projects timely
completions. Tina, together with out Engineering
Technician, will provide you with the deliverables for
review projects ( transmittal, redlines, comment letter, and checklists) at or ahead of the required project
schedule.
At the conclusion of each development review, the
reviewer digitally stamps ( signs hard copies) each sheet of the redlined document or the cover page on reports with the date, reviewer’ s initials, and submittal number. The redlines, a comprehensive comment letter, and checklist are provided to all stakeholders.
All documents are turned around on time or ahead of
schedule. HR Green earnestly seeks to meet or beat your expectations. We are able to meet the most hard-hitting schedules with a near perfect track record.
DocuSign Envelope ID: CB109B15- A28B-4CB9-BC8B-F3FE05FA3CE3 191
Engineering Services and Land Development | City of Palm Desert HR GREEN’ S SUCCESS RATE
HR Green’s proven success rate has been demonstrated
through the positive comments from our clients,
developers and their engineers. Our staff have provided all services requested in the City’s RFQ for some of Southern California’ s and the Nation’ s largest land development projects as well as to the City of Placentia since 2013, and the City of Jurupa Valley since 2011. For example,
for the 23,000- acre County of Orange Ranch Plan, we
maintained a 5/3/1 turnaround review schedule exclusively using a paperless solution and have a 98% turnaround
review schedule success rate. Some other larger projects HR Green and/or our staff have reviewed and processed
include the SilverRock Resort (La Quinta), 8,200-acre
Ontario Ranch ( Ontario), Alberhill Villages ( Lake Elsinore), as well as a large volume of residential, commercial, and industrial development over the past 13 years ( Jurupa
Valley).
ELECTRONIC PLAN CHECK METHODOLOGY
HR Green utilizes proven electronic plan processes that save time and costs of printing, delivering, handling and storing copies of plans for review. Our plan check leaders are industry- recognized thought leaders in advancing
the robustness of paperless plan review and inspection
solutions. We are proficient in numerous electronic plan review and inspection systems, TRAKiT Land Management
and Bluebeam plan check software and are constantly
working with agencies and applicants to move exclusively to a paperless environment. This is critical on larger, multi- disciplined projects where there may be overlap
between design disciplines. Comments from each review
are summarized electronically by our staff.
Design responses are added and included with the
next submittal to verify that all comments have been
addressed. This approach has been effective in resolving comments at early stages, avoiding repeat comments by
reviewers, and coordinating responses among disciplines.
We also update a detailed tracking log whereby the agency can identify the status of any project through the review lifecycle process in real time.
Step 1 - Preliminary Discussions
Prior to beginning our initial plan check project, the Plan Review Manager will conduct a meeting or conference
call with the applicant to discuss local code policies, documentation procedures, plan processing protocols,
plan review checklist items, and scheduling.
Step 2 – Initial Review
Once HR Green receives a complete set of plan
documents, we will perform our plan review in the agreedupon timeframe, checking for compliance to all applicable code standards. All corrections are identified based on compliance with specified codes and regulations and
worded so the designer will know what needs attention
and how to respond to the issue stated.
Generally, corrections can be identified in two ways:
Notes can be made on plans as appropriate and
authorized to assist in locating the issue on the plans.
A correction sheet is generated detailing what items
need to be addressed before plan approval.
The client will receive a copy of each correction list, as well as a cover memo containing the following:
The date plans were reviewed by our plan review staff.
The date that the applicant/ applicant’ s designee was
notified that the plan review was completed.
The name and phone number of the applicant/
applicant’ s designee that was notified that the plan
review was completed.
DocuSign Envelope ID: CB109B15- A28B-4CB9-BC8B-F3FE05FA3CE3 192
Engineering Services and Land Development | City of Palm Desert Step 3 - Transmittal of Plans and Comment
Lists for Plan Check
There will be a coordinated effort to track and coordinate all submittals and requests received. To help assure that submittals are properly coordinated and tracked, we will implement our proven internal plan check coordination
process in which each plan received for review is properly handled, processed and returned on time.
Upon completion of our review, any comments generated
will be consolidated into a correction letter which will be forwarded to the applicant. At the same time, an electronic copy will be sent to the City for your reference.
At your discretion, upon completion of the initial plan review a debrief between our staff and the City can be
coordinated to ensure our firm is aligning with the City’s expectations.
Step 4 - Rechecks
Upon receipt of the resubmittal package from the
applicant, we will notify the City that we have received the package. Once we have verified that the resubmittal package is complete, we perform a recheck in the agreedupon timeframe. This process will be repeated until the project plan documents are ready to be recommended for
approval.
When all review comments are satisfied, we will forward two sets of all relevant correspondence bearing our
company’ s “Approval” stamp (including plans, calculations, and specifications), along with a transmittal letter
indicating our recommendation for project approval, and the project file to the City for processing.
Upon completion of a plan check, we will forward an
electronic copy of the correction list to you and to any other party you designate. When corrected plans are
resubmitted, the same procedure will be followed.
Step 5 – Plan Approval
Upon plan approval, HR Green will present to you the
requested number of approved engineering plans, a copy
of the review sheet with all completed items appropriately signed off, a letter of transmittal stating the conditions, if any, of approval (such as fees due, necessary agency approval( s), or minor items to be completed), and all other pertinent documents.
Our plan tracking procedures are computerized to track
each submittal through the review process and maintain
accurate and comprehensive records for each submittal.
For nearly two decades, the HR Green team of reviewers
has implemented proven electronic solutions that save
time and costs of printing, delivering, handling, and storing copies of plans, documents, and survey records. Our plan check leaders are industry- recognized thought leaders
in advancing the robustness of paperless solutions.
Tina and other HR Green professionals have served
as technical advisors to paperless data management/
reporting software solution providers to incorporate new tools and refine electronic solutions. We leverage and are proficient with various software solutions ( e.g., Bluebeam Revu, Adobe, Accela, TRAKiT, EnerGov, Agiline, ePlanSoft, etc.) to not only create a paperless environment, but also provide healthy reporting for smart decision- making. We are constantly implementing the latest tools available in software. Currently, we are working with Agiline Software, a leading software solutions firm. Their CityView360°
module allows for the seamless interface with TRAKiT to upload, track, and review of plans. This portal is available on day one at NO COST to the City of Palm Desert.
CityView360° makes it easy to connect and visualize
your information. You will have 24/7 real-time access
to accurate and reliable data and information in order
to see trends, make informed and timely decisions, and
undertake long-term strategic planning.
Agiline Software’ s CityView360° is comprehensive tool
to collect, validate, transform, organize, present and
act on information received from several data sources.
CityView360° makes it easy to connect and visualize your information using rapid application development. Agiline has seamlessly integrated with various software solutions and created very informative reports and key performance indicators (KPI) reporting.
DocuSign Envelope ID: CB109B15- A28B-4CB9-BC8B-F3FE05FA3CE3 193
Engineering Services and Land Development | City of Palm Desert HR Green’s Commitment to Palm Desert
Comprehensive Development Plan Review Proficiency
Digital/ Electronic Plan Checking Mapping Review Services Technical Assistance to City Staff Grading Plans (Rough and Precise) Street Improvement Plans Traffic Studies, Traffic Signal Plans, Traffic Engineering Reports
City Standard Plans Street Lighting Plans Specific Plans and Master Plans Hydrology and Hydraulic Studies Storm Drain Plans Sanitary Sewer Plans and Studies SWPPP/ WQMP/ NPDES Reports/
Compliance Review Single Family Residence Multi-Family Residence ADA Improvements/ Compliance Industrial Sites Commercial Sites Parks, Recreational, and Open Spaces Caltrans Standard Plans Pedestrian Accessibility Guidelines Signing and Striping Plans Riverside County Standards Lot Line Adjustments Tract/ Parcel Maps Utility Plans Bike and Trail Plans
Railroad Plans Historic Preservation Environmental Protection
CASE STUDY - THE CITY OF PLACENTIA
HR Green is currently under contract to provide on- call services to the City of Placentia. Over the years this has included plan check services, city engineering, and project management services. Our interim City Engineer was certified QSD/ QSP and coordinated stormwater compliance efforts for the City. HR Green staff, under the direction of Tina York, PE, continues to provide plan check and WQMP review, consistently meeting the City’s 15/10/5 working day turnaround review schedule. Our reviews for 35%, 65% and 100% PS& E submittals verify conformance with City standards for roadway geometrics, storm drain plan and profiles, hydrologic/ hydraulic reports, sewer plans and profiles, street lights, signing and striping details, traffic control plans, water quality reports, landscape and irrigation, and bridge and retaining wall aesthetics. We also coordinate meetings with utility agencies, especially Golden State Water Company, relating to the construction of a new water well site and the abandonment of the existing site adjacent to the new station.
HR Green staff served as Environmental/ Police Services Supervisor responsible for successfully managing the City’s Water Quality Program; effectively performing all site inspections; implementing continuous improvement strategies that facilitated cost effective solutions, saving the City a significant amount of money; implementing green” initiatives; providing effective training and leadership for new hires regarding code enforcement practices and procedures; developing and coordinating fiscal budget preparation for the Code Enforcement Division and Environmental programs; and monitoring revenues and expenditures and prepared analysis reports and forecasts.
DocuSign Envelope ID: CB109B15- A28B-4CB9-BC8B-F3FE05FA3CE3 194
Engineering Services and Land Development | City of Palm Desert HR Green’s Quality Assurance Program
HR Green believes that a proactive approach to Quality
Assurance/ Quality Control ( QA/ QC) is essential to the success of any project, and a formal QC process should be built into every project undertaken. Quality control is more of a philosophy than a separate set of tasks or activities, and a quality control plan is only the documentation of that philosophy and approach.
The most critical aspect of quality control includes
building quality into the project from the very
beginning. HR Green has built our QA/ QC Program
for Plan Check Review into our standard process,
so that the quality of our services is automatically taken into account with every plan check we undertake. We
understand that quality is not a separate element or
distinct event that is added in at the last minute through reviews. The belief in the importance of quality control is part of our company’ s culture.
To help assure that submittals are properly handled, and work hours are optimized, HR Green has a proven internal plan review coordination process, GreenTREx, to make
certain that each plan received is properly processed and returned on time. Our GreenTREx development review
process/ program allows us to efficiently complete plan tasks concurrently. This is a formalized and integrated process whereby Technician data input and processing,
Review, and Experienced professional staff manage
quality control functions that are consistently implemented on each and every project. This allows multiple HR Green staff to assist at any point during the processing, review, and approval phases.
The Project Manager, as the person with overall
responsibility for the technical work, consistently monitors the entire QA/ QC process. They are accountable for
project quality. On projects with greater complexity or size, the Project Manager can verify compliance with
the QC process by assigning QA Auditors to perform an
audit of the QC process prior to all milestone submittals.
If QA Auditors are not assigned, the QA audit is the
responsibility of the Project Manager.
Regardless, the QA audit will review all documents to
verify:
All items have been checked, back- checked, rechecked,
and reviewed with check prints filed.
Check prints and check print stamps were used.
All computer generated calculations have been checked.
Spot checking “ original” documents to see that
corrections noted on check prints have been made and
to verify that client and regulatory review comments
have been addressed.
Proper specifications are being used; i.e. specific forms corresponding to project funding, client- specific forms, etc.
Proper CADD standards are being used whether they
are HR Green’s or the client’s standards.
Proper design standards are being followed. The plan
and document submittal checklists have been reviewed
for completeness and checked off. These checklists will become a part of the quality control file.
The audits will include constructive criticism regarding such items as clarity, accuracy, completeness, guidelines, etc. The results of the audits will be documented and
communicated to all members of the project staff. Any
follow- up corrective activity required will be noted and initiated as appropriate.
DocuSign Envelope ID: CB109B15- A28B-4CB9-BC8B-F3FE05FA3CE3 195
Engineering Services and Land Development | City of Palm Desert GREEN TREx Civil Plan Check Process
City/County Receives
Plans from Applicant
Assigns Project
HR Green Receives PDF
of Plan Submittal + Enters
Information into system
Submittal Intake Checklist.
Notify City/County if
Submittal is Complete.
Discuss Key Issues
with City/County +
Project Manager
Budget Hours
Distribute Plan to
Appropriate Plan Review
Team Member(s)
Parcel + Final Tract Maps
Rough + Precise
Grading Plans
Water + Sewer Plans
Calculations
Storm Drain Plans
Dry Utility Plans
Sign + Striping Plans
Street Lighting Plans
Grading Plans
Real Property Review
Hydrology/ Hydraulic
Studies
WQMPs + SWPPPs
Landscape +
Irrigation Review
Geotechnical
Soils Reports
Prepare Corrections
Memo
Quality Reviews
Finalize Correction/
Approval Memo
Log Out Project
City/County
Design Engineer
RESUBMITTAL
Street Improvement
Traffic/ Signal
Control Plans
TECHNICIAN REVIEWER EXPERIENCED
PROFESSIONAL
T R EX
Erosion Control and
PM10 Plans
DocuSign Envelope ID: CB109B15- A28B-4CB9-BC8B-F3FE05FA3CE3 196
Engineering Services and Land Development | City of Palm Desert HR Green has a staff of dedicated and experienced
construction professionals to support any construction
management and inspection needs including
encroachment permit inspection, development inspections, and services for small or large CIP projects. Our CM/
Inspection team will be led by Gary Yeo, CCM,
who brings significant experience throughout Southern
California and the Coachella Valley. Gary leads a team of talented Public Works inspectors who have a wide variety of constuction inspection experience including paving,
grading and subgrade inspection, structures inspection, electrical, drainage, signaling and striping. All are versed in the Land Management software and carry Ipads for
logging daily reports, extra work tickets, email, photos, etc., using the City’s permit software platform. ( Gary’ s biography can be found in the separately- delivered HR
Green’s Resumes document.)
Our team members consistently look for optimal ways
to deliver services. Based on the specific assignment,
we will work with the City to gain concurrence on
scope, schedule, budget, and the appropriate approach
to accomplish the project in a high quality, timely,
and cost-effective manner. Any proposed alternative
approaches to meet the City’s technical requirements
will be thoroughly explained and discussed with City staff based on the project- specific goals, constraints, key
issues, and other aspects of each project.
Under Gary’s direction, we make sure that all requirements are understood and adhered to, that milestones are met, and that the completed project is as specified in the plans.
HR Green staff takes care of all the paperwork related
to the construction contract, handles bid advertising and pre- bid meetings, analyzes bids, and makes the contract award recommendation. HR Green will review requests
for progress payments, verifying that work was done in
accordance with the contract documents. In closing the
contract, we make certain the work is complete before
final invoices are paid. We also make sure that the
contractor is in compliance with bonding, insurance and labor requirements and regulations and that all warranties are honored.
D. Proposed Method to Accomplish the Work
Category D: Inspection Services
Management and Administration
HR Green has a strong reputation of providing exceptional construction management and construction administration services to our clients. The following are the main tasks that we have found lead to successful project management and provide the best results for our clients.
Managing Schedules
HR Green understands the importance of maintaining
project schedules. The timely delivery of a project is
critical to project stakeholders. This starts with a thorough understanding of the project including constructibility review of the plans and specifications. We believe this is critical before the project is bid to make sure expectations of the contractor are clear before starting work..
Managing Subconsultants
HR Green has provided an excellent team of
subconsultants that we will coordinate to deliever quality capital projects to the City. We actively maintain our
dialogue with our subconsultants to provide a constant
flow of communication and understanding of project
needs, project deadlines and project deliverables.
Managing Project Changes
HR Green will continuously monitor each project to
address unexpected challenges and recommend
appropriate solutions to keep the project progressing.
These recommendations are developed and evaluated to
determine the most cost- effective solution for the City.
Responding to the City’s Needs
HR Green understands that the City may need additional
experienced construction management and/ or inspection
staff to provide the highest level of service to the City and that the immediate need for external support services may be with short notice. We will be responsible for providing fully qualified and experienced staff to efficiently perform the services and support the needs of the City in each
of the areas identified in the City’s RFQ. HR Green will provide construction managament and inspection support
services on an “As- Needed,” “ On- Call,” or “ Short Notice” basis.
Additionally, our City Engineer and supporting engineering staff will be available to evaluate changes to site
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Engineering Services and Land Development | City of Palm Desert Construction Management Plan
Our staff uses a Construction Management Plan (CMP) to
manage projects. The CMP is a project- specific plan that serves as a guideline for the execution of all constructionrelated activities. The purpose of the plan is to facilitate smooth coordination and communication among parties
involved, including the designers and the City staff, and to establish protocols for effective execution of the project requirements. The CMP is prepared immediately after our mobilization and updated continually as a project matures.
SECTION TWO - ADMINISTRATIVE PROCEDURES
Records Management
RFI Management
Submittal Management
Meeting Management
Scheduling
Change Orders
Pay Applications
Monthly Reports
Correspondence
Punch Lists
Contract Close- out
conditions and make recommendations to the City as
needed regarding change orders, force account work, etc. in order to complete the project.
Project Documentation
HR Green recognizes the importance of maintaining
detailed and accurate project records. We provide the
highest level of project documentation quality to our
clients. HR Green has built an excellent reputation for providing clients with project records that protect the public’ s interest. The project record audits conducted by our clients of previous projects we have managed are
continually documented with successful results.
A partial list of the activities and procedures covered in the CMP includes:
SECTION ONE - MANAGEMENT PLAN
Project Description
Key Project Success Factors
Directory of Participants Organization Chart
Responsibility Assignment Matrix
Emergency Response Plan
Safety Plan
QA/ Inspection Plan
Disputes/ Claims Management Plan
The Construction Management Plan incorporates all
critical documents and procedures for the project into
a single document. These will facilitate any changes
required during construction and will be reviewed with the contractor prior to the start of any work. The Construction Management/ Inspection Tasks section of our proposal
describes our approach to overseeing the work during
each major phase of construction.
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Engineering Services and Land Development | City of Palm Desert Construction Management/ Inspection Tasks
The following is HR Green’s standard approach to providing construction management and inspection services. Suggested tasks for the City include, but are not limited to:
Task 1 - Pre- Construction/ Bid Process Phase
ITEM BENEFITS TO CITY
Photograph and Videotape Site Provides documentation of existing conditions in the event of site damage or other issues with claims potential.
Pre- Construction Submittal Review and Meeting Provides understanding of contractor’ s work plan. Confirms design intent and addresses constructability issues.
Task 2 - Contract Administration Phase
Track Quantities Provides records for payments, change orders, and claims, thereby minimizing disputes over quantities.
Review Contract Change Orders (CCOs) Ensures only necessary CCOs are issued, eliminating unnecessary costs; ensures CCOs comply with applicable contract requirements.
Process Submittals Allows timely approval of all submittals needed to maintain the schedule.
Environmental Compliance Ensures compliance with environmental laws and regulations.
Labor Compliance Ensures compliance with labor laws.
Progress Payments Ensures contractor is paid only for completed, acceptable work.
Project Documentation Meets needs of oversight agencies. Ensures ease of document retrieval for dispute resolution.
Public Relations Assists the City with public relations.
Project Coordination Ensures effective lines of communication.
Task 3 - Inspection Phase
Quality Assurance Inspection Monitors that all work complies with contract, and applicable standards.
Progress Photos Provides proper project documentation in the event of a dispute Materials Testing Satisfies oversight agency requirements and that materials comply with contract.
Public Relations Monitors that the project is a good neighbor, and will minimize complaints.
Traffic Control Monitors safe traffic control complying with contract documents and WATCH Manual or Caltrans Traffic Control Manual. Provides documentation in event of an accident and protects public health and safety.
Field Coordination Ensures effective communications in the field.
Task 4 - Project Completion / Wrap- Up Phase
Final Inspection Monitors work complies with the contract, with proper documentation as proof.
Notice of Completion Establishes the lien period and payment retention period.
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Engineering Services and Land Development | City of Palm Desert D. Proposed Method to Accomplish the Work
Category E: General Public Works Municipal Engineering
Services
HR Green has been supplying engineering support
services to Southern California agencies for more than a decade. Most of our staff have worked in Public Works
departments and understand the importance of these
services and how critical they are to project delivery.
We believe that funding, design, construction and
maintenance of public projects are the heart of any public works department and our primary focus as company.
FUNDING/ GRANTS/ BUDGET
Traditional Funding Sources
Our client cities maximize the use of Measure A, SB 1,
CDBG, HSIP, and Gas Tax monies to fund high-priority
infrastructure needs to advance critical projects. In
addition, HR Green staff has prepared applications
and obtained millions of dollars in new funding through Caltrans, Metroplitan Planning Organizations, regional
transportation agencies, MTA, CDBG, HSIP, CalRecycle,
and other grant programs to support Safe Routes to
School and Active Transportation Program (ATP) projects, beverage container recycling, and “ green,” cost- effective pavement rehabilitation methods.
Alternate Funding Sources
In our city management and department director
roles we also look at the big picture and strategies to leverage alternative funding sources, such as publicprivate partnerships, shared- service models, contractor agreements, developer agreements, and interagency
agency agreements.
Example: On May 18, 2017 the Jurupa Valley City Council approved an Amendment to the Franchise Agreement
with Burrtec Waste Industries. Representing the City,
HR Green conducted negotiations that improved service
levels, largely maintained the existing rate structure, and significantly increased revenue to the City. Amendment
highlights included:
Transition from a two-hauler system to a one-hauler
system citywide by July 1, 2022.
Rate freeze on residential rates until June 30, 2018,
with a 5% maximum annual increase cap.
Up front revenue payment in the amount of $1.7 million, enabling the City to acquire the City Hall property.
An increase in the franchise fee rate from 8.5%
to 15.25%. This more than doubled the annual
franchise fee revenue from $850,000 to an estimated
2,000,000.
Introduction of a comprehensive organics recycling
program and other strategies to ensure compliance with
increasing State regulations.
Example: As Placentia’ s Owners Representative for the
award- winning $ 500 million OC Bridges program, HR
Green was able to negotiate additional funding from OCTA to accommodate sustainable infrastructure improvements
and mitigate construction impacts.
Example: For agencies in numerous states we have
successfully institutes multi- agency agreements or public/ private partnerships to share costs in order to create
regional solutions benefiting their constituents.
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Engineering Services and Land Development | City of Palm Desert CIP Preparation
HR Green has an extensive history assisting clients in the preparation of multi- year capital improvement programs CIP). We have built programs from scratch or expanded
existing programs. Our CIP team typically begins this
process by evaluating the City’s existing program and
available project needs. This effort would establish the goals, scope, requirements, budgets, and schedule for all on-going or currently proposed projects. We then begin to forecast available revenues moving forward in addition to working closely with our grants team to identify potential outside funding sources.
Our team will work with City staff and other stakeholders to establish prioritization criteria in order to plan for future project budgeting. These factors may include:
Project benefit to health/ safety, operations, economics, sustainability, etc.
Resource availability and need
Construction sequencing
Coordination with other City/utility agency project to
avoid impacts/ re-work
Project constraints
Project Accounting/ Project Controls
To track overall CIP progress, HR Green maintains a
master schedule with identified milestones for each
project. We also maintain a SharePoint site, shared with our clients, that provide overall updates and status reports for each project. Updates are sent out as milestones are achieved, and overall status reports for the program are provided monthly.
Our team will work with the City to establish an
appropriate and effective method of identifying and
tracking revenues and expenditures on a per project level.
We will also maintain up to date cost estimates. Tracking these items monthly helps identify potential funding
shortfalls or surplus early on in the development of a
project reducing the risk of surprises when construction is ready to begin.
ENGINEERING DESIGN AND
CONSTRUCTION
Kick- Off Meeting and Site Reconnaissance
Hold a kick-off meeting with City staff to discuss major features and details of design project.
Identify jurisdictional agency approval and/ or permit
requirements.
Establish clear lines of communication.
Gather background data available from the City.
Discuss any special requirements, constraints, and/or
opportunities available that are in the best interest of the City to expedite the project in a cost-effective and timely manner.
Discuss project completion issues and milestones.
Perform field visit(s) to review and document field
conditions, verify existing topographic data, and assess specific concerns/ constraints and issues.
Task Order Negotiation
Develop, submit, refine, and negotiate task order
proposal with City that includes a detailed scope of
work, identification of subcontract work, deliverables, project milestone schedule, resource requirements,
documentation required from the Caltrans Local
Assistance Procedures Manual (if necessary), and
budget.
Project Management / Meetings / Coordination
Prepare a project plan that includes scope of work,
schedule, communication plan, project control,
processing, and invoicing that will be submitted for City staff review and approval.
The project schedule will be detailed to include
project details, milestones, reviews, deliverables, and community engagement.
Submit monthly progress reports, including items
completed, items for the coming month, budget status,
and key project issues.
HR Green will lead meetings and coordination efforts
throughout the life of the project.
Research and Review
Upon notice- to-proceed, further research and gather all available relevant information, data, and reports.
DocuSign Envelope ID: CB109B15- A28B-4CB9-BC8B-F3FE05FA3CE3 201
Engineering Services and Land Development | City of Palm Desert Obtain existing drawings files for topographic and base mapping, as-built data, survey control data, hydrology
studies, geotechnical studies, right- of-way maps, and
existing utility information from the City.
Research plans not available through City for existing
roads, drainage facilities, and utilities.
Perform field reconnaissance to identify any potential
issues and field truth previously obtained data.
Contact impacted utility agencies by registered mail to obtain existing plans or updated information.
Hold coordination meetings with utility agencies, as
needed.
Initial Evaluation / Agency Coordination
Identify alternative solutions for key elements of design task order and evaluate feasibility based on various
factors ( e.g., cost- effectiveness, constructability, utility impacts, safety, implementation, schedule, ease of
operations and maintenance, sustainability, etc.).
Present findings to City and coordinate with other
impacted agencies.
Geotechnical Investigation
If the specific project calls for it (i.e., pavement
investigations, soil conditions for pipeline work, etc.), our subconsultant, Terracon, will collect field data and conduct lab testing.
Coordinate encroachment permits, and mark proposed
borings will be marked.
Contact Underground Service Alert (USA) at least 48
hours in advance of field work.
Survey and Base Mapping
Survey services for the City will be performed by our
subconsultant, Dennis Janda, Inc.
Perform design survey within the total project limits as necessary locating features such as utility covers, catch basins, pavement limits, curb ramps, driveways, curb
and gutters, sidewalks, streetlights, power poles, traffic signs and striping, fences/ wall, gates, etc.
Prepare topographic engineering base maps identifying
right-of-way, adjacent parcel lines, centerline and 1’
contours.
Environmental Documentation
Environmental Services will be performed by our
subcontractor Terra Nova.
Evaluate need for CEQA or NEPA documentation based
on funding and specific project requirements.
Develop necessary documentation.
Obtain required permits from regulatory agencies, as
needed, including U.S. Army Corps of Engineers, Air
Quality Management Board, Regional Water Quality
Control Board, California Department of Fish and
Wildlife, Caltrans, etc.
Ensure the Storm Water Pollution Provention Plan
SWOO) is prepared. Typically, the Storm Water Pollution Prevention Plan (SWPPP) is prepared by the contractor
upon selection, however we are capable of preparing
the SWPPP if requested by the City. The SWPPP will
be prepared in compliance with the National Pollution
Discharge Elimination System ( NPDES) requirements.
Deliverables to the City will include SWPPP and NOI.
Design Development
Review existing studies and design documents for
adequacy, value, completeness, assumptions, and
compliance with required standards and criteria.
Complete preliminary design to effectively implement
required infrastructure improvements.
Review documentation ( e.g., existing geotechnical data and reports, sub- grade compaction records, traffic
studies, and other design and master plan studies).
Prepare design plans in compliance with City and
local standards, including the American Disabilities
Act requirements and project specifications; including
plans for: roadway, storm drain, water, and sewer plans, signing and striping, street lighting, traffic signal, and traffic control; as applicable for the project.
DocuSign Envelope ID: CB109B15- A28B-4CB9-BC8B-F3FE05FA3CE3 202
Engineering Services and Land Development | City of Palm Desert Incorporate any comments or changes made during
the City review process. Plans shall include title sheet, demolition plan, typical sections, details, improvement layout, profile, cross sections, erosion control plans, and water pollution prevention plan.
Client / Agency Review
Present findings and recommendations to City for review and concurrence.
Coordinate with permitting agencies for plan check
review and comments.
Submit construction plans, specifications, and
engineer’ s estimate to City at agreed upon milestones
hardcopy and digital formats conforming to City’s
requirements).
Project Finalization, Approvals, and Permit
Processing
Compile input, concerns, and comments from permitting
agencies and present them to City for resolution and
direction to finalize plans.
Support City in obtaining all required approvals and
permits from the permitting agencies.
Bid / Construction Support
Assist City as needed in responding to RFIs, preparing
addenda, evaluating revision requests, reviewing
submittals, and developing ” as- built” plans.
HR Green continues to be successful at providing on- call services to clients since we offer flexibility and knowledge to the City, when needed, for a variety of services and tasks. Additionally, with HR Green’ s history of providing City Engineering services, we understand the requirements to coordinate with various funding sources, including
Caltrans and other appropriate agencies. It is understood the City will provide task orders for various project types throughout the contract term and HR Green is positioned to respond to these requests. HR Green will provide the services identified in the “ Task Orders” Section of the RFP, as well as those listed in the proposed CIP.
Some key issues we regularly address on infrastructure
projects are highlighted below:
Minimize Community Impacts
Maintain Ingress / Egress
Efficient Traffic Control
Aesthetics
On-Street Parking Alternatives
Optimize Pavement Rehabilitation Methods
Streamline Right- of-Way & Permitting
ADA Compliant Sidewalks/ Curb Ramps
STREET IMPROVEMENTS
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Engineering Services and Land Development | City of Palm Desert
PARK IMPROVEMENTS
TRAFFIC SIGNAL IMPROVEMENTS
STORM DRAINAGE IMPROVEMENTS
Avoid utility conflicts/ maintain adequate clearance
Minimize community impacts
Maintain ingress/ egress
Adequate capacity to accommodate 100- year storm
event
Comply with regulatory/ water quality requirements
Streamline Right- of-Way and permitting
Sustainability/ low impact design/ hydromodification
ADA paths of travel (especially to and from parking lot and restrooms)
Strategic placement of restrooms and drink fountains
Sufficient lighting throughout the park
Required parking spaces, including ADA spaces
Not exceeding maximum grading requirements for fields
and courts for adequate play
Meeting stormwater quality requirements for parking lots Stormwater retention to make up for the changes in
pervious surfaces
Service Point Connection
Avoid Utility Conflicts
Sight Distance
Pedestrian Visibility
ADA Compliance throughout the intersection
Adequate turn pocket lengths
Protected vs. permissive left turns
Future development and improvements
A Forward-Thinking Approach
HR Green is at the forefront of leveraging industryrecognized thought leadership, alternative service delivery options, best practices, and cutting- edge technology to save time and money, enhance operational efficiencies,
procure funding, and deliver long-term sustainability.
Below are a few examples that can add overall value to
your community in this category:
Alternative Pavement Design
The annual rehabilitation of residential street pavement places a priority on accelerating the design and
construction to mitigate impacts to residents. HR Green has successfully worked with the region’s leading paving contractors to provide an alternate GIS- based approach to traditional PS&E preparation to save time and money by
20-30%.
The established way to prepare plans for most types of
projects is to perform a design/field survey in order to collect an existing inventory of field items (e.g., manholes, water valves, fire hydrants, etc.) as well as to prepare base plans. Many projects still require this level of detail.
However, by utilizing existing GIS data (obtained by HR Green without the need for the City to have a system)
as well as through a thorough field reconnaissance, we
can prepare plan sheets with all of the requested and
necessary information at a considerable cost savings to the City. By utilizing and preparing preliminary plans based upon GIS, we can import any utility information the City already has available.
LOOKING
FORWARD
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Engineering Services and Land Development | City of Palm Desert Collaboration and Communication
Upon project assignment from the City, HR Green will
identify the project manager. The program manager will
be available to the City during the duration of the project.
The project manager will actively monitor the design team and provide updates on a bi-weekly basis, or as directed by the City, to all project stakeholders. As needed, project progress meetings will include Bluebeam Studio sessions; these would allow for active real- time collaboration
between the City and the HR Green team.
Internally, the Program/ Task Managers will have weekly progress meetings to ensure the project is moving at or ahead of the required schedule. Our office environment
is designed to promote collaboration among the design
team and project managers. When COVID- 19 precautions
and restrictions didn’t allow the full-capacity use of our offices, our team was quick to set up project forums using Zoom. For the past three years, our team has maintained project chat forums for projects’ progress; this new mode of communication has become the best way to keep the
entire team in the loop on a daily basis and has proven to boost our team efforts and time use.
ADMINISTRATION / MISCELLANEOUS
Tim Jonasson and the entire HR Green team will work
together to provide administrative and miscellaneous
services to the City as needed. If additional HR Green staff are needed to fulfill these services, they will coordinate to see that experienced and knowledgable staff is brought to bear in a timely manner to fulfill the City’s needs.
Such staff services could include, but are not limited to:
Provide information to City staff on City policies and
procedures related to Public Works including the
Engineering and Public Works Procedures manual.
Assist and implement as-needed emergency work as
directed by City staff.
Prepare City Council staff reports related to a variety of Public Works topics.
Coordination with Homeowners’ Associations ( HOA) as
directed by City staff.
Coordinate with other agencies, the public, and utility companies on engineering matters.
Prepare Computer Aided Drafting ( CAD) or Geographic
Information System (GIS) exhibits, public outreach
material, complex Microsoft Excel spreadsheets,
Microsoft Word documents, PowerPoint presentations,
as directed, for a variety of Engineering and Public
Works topics.
Perform additional functions, including, but not limited to, the preparation of general correspondence and staff reports, and coordination with engineers, staff, and the public related to the engineering issues.
Conduct plan checking efforts and coordinate plan
checking efforts with third- party consultants.
Recommend conditions of approval for development,
including off-site improvements and financial obligations.
Establish bond amounts, determine financial obligations and other development fees within the proper sequence
of development reviews.
Recommend and process bond releases.
Observe construction of improvements by private
developers and make recommendations regarding
completion and acceptance of the work.
Provide other engineering support services, as needed.
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Engineering Services and Land Development | City of Palm Desert
NEIGHBORHOOD TRAFFIC MANAGEMENT
In conjunction with the City’s Transportation Manager, HR Green and its subconsutlant, Nazir Lalani, PE, TE, with Traffex Engineers, will address residential traffic circulation and safety issues as well as address respond to requests for service from the public regarding traffic and parking issues.
The most critical aspects of investigating citizen requests are:
To make sure each initial request is accurately recorded.
A comprehensive investigation is conducted in a
reasonably timely manner taking into account the
complexity of the request.
A proper response is provided to the citizen, HOA, etc. in a timely matter even if to say that the matter is still under investigation. If someone takes the time to make
an inquiry, we make sure someone keeps the inquirer
informed on progress toward a resolution.
Where necessary, work orders are issued to make any
changes needed to address the citizen’s concerns.
Nazir Lalani will help plan and prepare work orders for installing or removing traffic control devices, pavement markings and parking restrictions including documenting the decision making process for both the Public Works
Director and Traffic Engineering Manager.
Funding for capital projects are programmed if the
response to the request requires the undertaking of a
significant capital project. If not, the request can be considered for prioritization as part of developing the next Capital Improvement Program.
Experience has shown that securing neighborhood
consensus involving all the stakeholders is often the
most difficult part of the process. If consensus from
more than 70% of the stakeholders is not secured, the
implementation of a project can backfire and result in a confrontation between warring factions in front of elected officials. We highly recommend projects falling below this threshold not be considered as they can be a significant drain on city resources.
For neighborhood traffic management programs
Nazir Lalani and/ or Tim Jonasson will be available for presentations to City Council or Planning Commission as needed. Traffex Engineers considers it very important for a City Traffic Engineer to be able to work well with public
TRAFFIC ENGINEERING
Traffic safety and mobility improvements are high, ongoing City priorities. HR Green has worked with cities to help implement transportation safety initiatives which have
reduced fatalities and major accidents by as much as
50%. Many enhancements have been incorporated to
reduce speeding, promote safe routes to school and multimodal transportation options, improve level of service and circulation, and upgrade safety lighting and ADA compliant sidewalks/ curb ramps. HR Green will work with our local subconsultant, Traffex Engineers, Inc. to provide these services.
HR Green has significant experience providing City
Transportation Manager/ Traffic Engineering services to various jurisdictions in Southern California. We handle daily operations, including:
Conducting and/ or reviewing traffic engineering studes and traffic operats analysis, transportation planning
studies and project specifc traffic analysis.
Developing alternative analysis and preliminary
engineering design.
Conducting traffic calming analysis and design.
Providing traffic control device studies and design.
Performing technical studies to support Active
Transportation and Safe Routes to School programs.
Reviewing subdivision and new private developing
project involving traffic impact analysis, parking studies, transportation modeling, area-wide transportation
studies and road impact fee analyses.
Designing traffic signal systems including all contract documents and cost estimates.
officials and to be able to testify at public hearings with credibility. Nazir has considerable experience working
with a variety of officials including City Council members, County Board of Supervisors, Planning Commissioners,
Members of Regional Boards and Commissions. It is also
important to know how to communicate with the media
when reporters call in response to press release or a news story about a controversial event such as an accident
involving a fatality. Nazir has many years of experience successfully working with the media in several areas of the United States including California.
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Engineering Services and Land Development | City of Palm Desert
TRAFFIC SIGNAL SYSTEMS OPERATIONS
Nazir Lalani of Traffex Engineers will be available on
a daily basis to assist the Transportation Manager in
the day-to-day management of the City’s traffic signal
system. Nazir and HR Green’s subconsultant, Jim Forbes
of Forbes Traffic Solutions, will provide traffic signal input into system controllers including designing and
installing special custom traffic signal operational circuity and maintaining optimal signal interconnect operations.
Nazir Lalani, PE, TE, and Jim Forbes both have extensive knowledge of Palm Desert’ s current signal operation as well as valley- wide signal coordination experience that will be useful as CVAG moves forward with their CV Sync and
Traffic Management Center project to synchronize signals along all the major corridors in the Coachella Valley.
As for traffic signal timing, in Nazir’ s experience regularly driving the corridors after theoretical optimal timing is installed is critical to smoothing out the traffic flow and establishing “ platooning” of vehicles that minimize the number of times that traffic has to stop at intersections on the major travel corridors. It is also critically important to drive the corridors on a regular basis to make sure the signals remain in sync because experience shows that
signals go out of sync for a variety of reasons, the most frequent of which is loss of communication between an
intersection and the central system from which the precise time of day is broadcast several times a day. A local traffic engineer who understands the traffic signal system and
drives it regularly is invaluable in this respect to fine tuning and creating a truly coordinated traffic signal system.
TRAFFIC DATA COLLECTION
Traffic data collection will be performed by our
subcontractor, Counts Unlimited. Counts unlimited has
more than 30 years of experience performing collection
services throughout Southern California.
These services include, but are not limited to:
General traffic counts ( tube and video)
Radar Speed Surveys
24- hour machine speed and volume counts
Intersection approach counts
Intersection turning movement counts
Pedestrian and bike counts
High quality traffic data is crucial to the success of project planning and design. All staff members receive extensive training and testing prior to conducting any data collection projects.Counts Unlimited is committing to leading the way as the technology of the industry advances. They have
expanded their inventory of new equipment to stay ahead of the curve of technological advances and have added
advanced equipment such as DVR based video camera,
and the Wavetronix Smart Sensor HD.
Providing technical support for the Transportation
System Management and Operations for cities in the
Coachella Valley who are part of CVAG’ s CV Sync
project.
Preparing or reviewing stage construction and worksite
traffic control plans.
Providing construction managment and inspection
support for street improvement and transportation
projects.
Assisting and providing technical assistance in
identifying and preparing various traffic and roadway
improvemnt grant applications and management.
Other miscellaneous duties as needed to support the
City’s transportation staff and traffic operations.
The most critical aspects of investigating citizen requests are:
To make sure each initial request is accurately recorded.
A comprehensive investigation is conducted in a
reasonably timely manner taking into account the
complexity of the request.
A proper response is provided to the citizen.
Where necessary, work orders are issued to make any
changes needed to address the citizen’ s concerns.
Continuously reviewing the City’s system to make
recommendations on traffic signal improvements,
improvements to signal coordination and signal control
systems, more efficient signal phasing, equipment
upgrades and significant timing adjustments.
Following up that funding for capital projects are
programmed if the response to the request requires the
undertaking of a significant capital project.
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Engineering Services and Land Development | City of Palm Desert
ENGINEERING PLAN CHECKING
While most processes represent the old guard and more
of the same, HR Green is evolutionary, bringing fresh
and new ideas, using the latest technology, advanced
permitting, and project software. Our plan check team,
led by Tina York, PE, has been providing electronic plan reviews for two decades. While we still complete hard
copy reviews when requested, well over 90% of our
reviews are completed electronically, saving our clients time and money.
HR Green’s Land Development Engineer, Carolina
Fernandez, and our Project Manager/ Coordinator, Steve
Loriso, PE, QSD/ QSP, will coordinate to faciliatet plan review with Tina and her plan check team. This will help provide a quality review to first round plan checks and provide as-needed oversight to the rare checks that go
beyond three rounds.
As a fail- safe, if a plan check exceeds three reviews, HR Green’s City Engineer, Tim Jonasson, PE, will be brought in to discuss the comments with the developer’ s engineer.
We believe that such accomodations will help streamline the process and provide clarity of communication between the City and developers.
HR Green’ s review services include:
General Civil Plan Review Services – Most of our
plan review team has more than 30 years of experience
providing plan review for grading ( mass, rough, and
precise), erosion control, WQMP, hydrology and hydraulic studies, soils reports, streets, streetlights, roadway
alignments, signing and striping, traffic signals, sewer plans, storm drains, all supporting calculations, landscape and irrigation plans, real property, and utility permits including small cell and fiber optics. Each plan is
compared to the appropriate Specific Plan, the final map, and other improvement plans for the project to verify
conformance and no conflicts. Sewer and storm drain
plans are compared to the master plans. The plans also
go through a thorough investigation for compliance to
conditions of approval, Federal, State, County, and City standards and regulations, Municipal Codes, Ordinances, Resolutions, policies, procedures, checklists, and City approved format/ preferences, Caltrans Standard Plans
and Specifications, Traffic Manual, and Highway Design
Manual, and the Riverside County Local Drainage Manual
and Hydrology Manual.
Grading Plans – Our reviewers have years of
experience reviewing grading plans, including both
Rough and Precise grading. We understand the
concerns associated with geophysics, hydrogeology,
soil and groundwater contamination, soil remediation,
soil stabilization, seismic and liquefaction, etc. Our
team applies their stellar knowledge to grading
plans, structural segmental retaining walls, and other
infrastructure plans.
WQMP and NPDES Compliance Review - HR Green’ s
core WQMP reviewers are proficient using several
electronic platforms for reviewing the submitted
documents and entering the resulting comments. This
will allow us to hit the ground running and maintain the City’ s continuity. The vast majority of reviews will be handled by our primary reviewer, Angela Saxton, QSD/
QSP, CISEC, CESSWI, who both have a well-earned
reputation throughout Southern California.
Hydrology and Hydraulic Calculation Review -
Hydrology reports can be reviewed as a stand- alone
project or in association with the WQMPs. Due to the
implications project drainage has on the discharge
of pollutants, our reviewers always consider the
requirements for water quality in our comments. HR
Green is familiar with the Rational Method of calculation to be used for study areas less than 500 acres as
well as the Synthetic Unit Hydrograph Method which
would be used on large sites that have drainage routing through detention and/or retention basins. We have
accustomed several of the hydrology software employed
by design engineers such as HEC- 1, AES, and Rational,
Synthetic Hydrograph, or Basin Routing software
from Civil Design and the requirements of Riverside
County Flood Control and Water Conservation District
requirements and criteria.
All hydrology reports are reviewed against existing
conditions and proposed conditions, taking into
consideration off-site flows and the protection of
all downstream properties. The deliverables for
each review will include the marked up report and
supporting documents, the completed checklist, and a
comprehensive corrections letter and/or approval letter.
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Engineering Services and Land Development | City of Palm Desert Infrastructure Improvement and Traffic Plan
Reviews - HR Green infrastructure improvement and
traffic review services ensure a high level of public
safety. The investment in infrastructure is an asset that should withstand time. At a minimum, our infrastructure review services include verification of conformances
with the current version of your standard plans,
CalTrans Design Manuals, Manual of Uniform Traffic
Control Devises (MUTCD), Riverside County design
manuals, and Standard Specifications for Public Works
Construction.
Water, Sewer, Storm Drain - With decades of
experience in Water, Sewer, and Storm Drain capacity
design and review services, our team applies a high
standard of care to the review of water, wastewater,
sewer and Storm Drain plans. Water Quality
Management Plans are reviewed for compliance with the
Model Water Quality Management Plan and Technical
Guidance Document and all requirements set forth by
the local and State Water Resources Control Board.
Structural Review - At HR Green, we offer full-service
support for public improvements. Our structural
reviewers are conversant in all applicable requirements of the California Building Code as well as a multitude of other regulatory codes as they relate to retaining walls and utility and traffic signal pole foundations as well as to bridge designs.
Ability to Accept and Review plans/ reports
Electronically - HR Green was completing electronic
plan checks many years prior to many of our
competitors.
Coordination with City Departments - Our Task
Lead, Tina York, PE, is a hands- on manager. Tina and
our Land Development Revew Task Lead, Carolina
Fernandez, will be available to the City throughout
the duration of this contract. Tina, Carolina, and
our staff will coordinate our work through the City’s
various departments as necessary and can work as
an extension of your staff. Tina actively monitors all
services and has a goal to get plans approved at third
submittal. She will confer and/ or meet with the City,
developers, engineers, surveyors, and contractors.
She will prepare agendas and attend all coordination
meetings including meetings to discuss redlined
comments for entitlement, land development civil or
survey reviews, and utility permit reviews and other
potential issues which may delay projects timely
completions. Tina will provide you with the deliverables for review projects (transmittal, redlines, comment
letter, and checklists) at or ahead of the required project schedule.
At the conclusion of each development review, the
reviewer digitally stamps (signs hard copies) each sheet of the redlined document or the cover page on reports with the date, reviewer’ s initials, and submittal number. The redlines, a comprehensive comment letter, and checklist are provided to all stakeholders.
All documents are turned around on-time or ahead of
schedule. HR Green earnestly seeks to meet or beat your expectations. We are able to meet the most hard- hitting schedules with a near perfect track record.
HR GREEN’ S SUCCESS RATE
HR Green’ s proven success rate has been demonstrated
through the positive comments from our clients,
developers and their engineers. Our staff have provided all services requested in the City’s RFQ for some of Southern California’s and the nation’s largest land development
projects as well as to the City of Placentia since 2013, and the City of Jurupa Valley since 2011. For example,
for the 23,000-acre County of Orange Ranch Plan, we
maintained a 5/3/1 turnaround review schedule exclusively using a paperless solution and have a 98% turnaround
review schedule success rate. Some other larger projects HR Green and/or our staff have reviewed and processed
include the SilverRock Resort ( La Quinta), 8,200- acre Ontario Ranch (Ontario), Alberhill Villages ( Lake Elsinore), as well as a large volume of residential, commercial, and industrial development over the past 13 years ( Jurupa
Valley).
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Engineering Services and Land Development | City of Palm Desert
ELECTRONIC PLAN CHECK METHODOLOGY
HR Green utilizes proven electronic plan processes that save time and costs of printing, delivering, handling and storing copies of plans for review. Our plan check leaders are industry- recognized thought leaders in advancing
the robustness of paperless plan review and inspection
solutions. We are proficient in numerous electronic plan review and inspection systems, TRAKiT Land Management
and Bluebeam plan check software and are constantly
working with agencies and applicants to move exclusively to a paperless environment. This is critical on larger, multi- disciplined projects where there may be overlap
between design disciplines. Comments from each review
are summarized electronically by our staff.
Design responses are added and included with the
next submittal to verify that all comments have been
addressed. This approach has been effective in resolving comments at early stages, avoiding repeat comments by
reviewers, and coordinating responses among disciplines.
We also update a detailed tracking log whereby the agency can identify the status of any project through the review lifecycle process in real time.
Step 1 - Preliminary Discussions
Prior to beginning our initial plan check project, the Plan Review Manager will conduct a meeting or conference
call with the applicant to discuss local code policies, documentation procedures, plan processing protocols,
plan review checklist items, and scheduling.
Step 2 – Initial Review
Once HR Green receives a complete set of plan
documents, we will perform our plan review in the agreedupon timeframe, checking for compliance to all applicable code standards. All corrections are identified based on compliance with specified codes and regulations and
worded so the designer will know what needs attention
and how to respond to the issue stated.
Generally, corrections can be identified in two ways:
Notes can be made on plans as appropriate and
authorized to assist in locating the issue on the plans.
A correction sheet is generated detailing what items
need to be addressed before plan approval.
The client will receive a copy of each correction list, as well as a cover memo containing the following:
The date plans were reviewed by our plan review staff.
The date that the applicant/ applicant’ s designee was
notified that the plan review was completed.
The name and phone number of the applicant/
applicant’ s designee that was notified that the plan
review was completed.
Step 3 - Transmittal of Plans and Comment
Lists for Plan Check
There will be a coordinated effort to track and coordinate all submittals and requests received. To help assure that submittals are properly coordinated and tracked, we will implement our proven internal plan check coordination
process in which each plan received for review is properly handled, processed and returned on time.
Upon completion of our review, any comments generated
will be consolidated into a correction letter which will be forwarded to the applicant. At the same time, an electronic copy will be sent to the City for your reference.
At your discretion, upon completion of the initial plan review a debrief between our staff and the City can be
coordinated to ensure our firm is aligning with the City’s expectations.
Step 4 - Rechecks
Upon receipt of the resubmittal package from the
applicant, we will notify the City that we have received the package. Once we have verified that the resubmittal package is complete, we perform a recheck in the agreedupon timeframe. This process will be repeated until the project plan documents are ready to be recommended for
approval.
When all review comments are satisfied, we will forward two sets of all relevant correspondence bearing our
company’ s “Approval” stamp ( including plans, calculations, and specifications), along with a transmittal letter
indicating our recommendation for project approval, and the project file to the City for processing.
Upon completion of a plan check, we will forward an
electronic copy of the correction list to you and to any other party you designate. When corrected plans are
resubmitted, the same procedure will be followed.
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Engineering Services and Land Development | City of Palm Desert Step 5 – Plan Approval
Upon plan approval, HR Green will present to you the
requested number of approved engineering plans, a copy
of the review sheet with all completed items appropriately signed off, a letter of transmittal stating the conditions, if any, of approval ( such as fees due, necessary agency approval(s), or minor items to be completed), and all other pertinent documents.
Our plan tracking procedures are computerized to track
each submittal through the review process and maintain
accurate and comprehensive records for each submittal.
For nearly two decades, the HR Green team of reviewers
has implemented proven electronic solutions that save
time and costs of printing, delivering, handling, and storing copies of plans, documents, and survey records. Our plan check leaders are industry- recognized thought leaders
in advancing the robustness of paperless solutions.
Tina and other HR Green professionals have served
as technical advisors to paperless data management/
reporting software solution providers to incorporate new tools and refine electronic solutions. We leverage and are proficient with various software solutions ( e.g., Bluebeam Revu, Adobe, Accela, TRAKiT, EnerGov, Agiline, ePlanSoft, etc.) to not only create a paperless environment, but also provide healthy reporting for smart decision- making. We are constantly implementing the latest tools available in software. Currently, we are working with Agiline Software, a leading software solutions firm. Their CityView360°
module allows for the seamless interface with TRAKiT to upload, track, and review of plans. This portal is available on day one at NO COST to the City of Palm Desert.
DocuSign Envelope ID: CB109B15- A28B-4CB9-BC8B-F3FE05FA3CE3 211
Engineering Services and Land Development | City of Palm Desert HR Green’s Quality Assurance Program
HR Green believes that a proactive approach to Quality
Assurance/ Quality Control ( QA/ QC) is essential to the success of any project, and a formal QC process should be built into every project undertaken. Quality control is more of a philosophy than a separate set of tasks or activities, and a quality control plan is only the documentation of that philosophy and approach.
The most critical aspect of quality control includes
building quality into the project from the very
beginning. HR Green has built our QA/ QC Program
for Plan Check Review into our standard process,
so that the quality of our services is automatically taken into account with every plan check we undertake. We
understand that quality is not a separate element or
distinct event that is added in at the last minute through reviews. The belief in the importance of quality control is part of our company’ s culture.
To help assure that submittals are properly handled, and work hours are optimized, HR Green has a proven internal plan review coordination process, GreenTREx, to make
certain that each plan received is properly processed and returned on time. Our GreenTREx development review
process/ program allows us to efficiently complete plan tasks concurrently. This is a formalized and integrated process whereby Technician data input and processing,
Review, and Experienced professional staff manage
quality control functions that are consistently implemented on each and every project. This allows multiple HR Green staff to assist at any point during the processing, review, and approval phases.
The Project Manager, as the person with overall
responsibility for the technical work, consistently monitors the entire QA/ QC process. They are accountable for
project quality. On projects with greater complexity or size, the Project Manager can verify compliance with
the QC process by assigning QA Auditors to perform an
audit of the QC process prior to all milestone submittals.
If QA Auditors are not assigned, the QA audit is the
responsibility of the Project Manager.
Regardless, the QA audit will review all documents to
verify:
All items have been checked, back- checked, rechecked,
and reviewed with check prints filed.
Check prints and check print stamps were used.
All computer generated calculations have been checked.
Spot checking “ original” documents to see that
corrections noted on check prints have been made and
to verify that client and regulatory review comments
have been addressed.
Proper specifications are being used; i.e. specific forms corresponding to project funding, client- specific forms, etc.
Proper CADD standards are being used whether they
are HR Green’s or the client’s standards.
Proper design standards are being followed. The plan
and document submittal checklists have been reviewed
for completeness and checked off. These checklists will become a part of the quality control file.
The audits will include constructive criticism regarding such items as clarity, accuracy, completeness, guidelines, etc. The results of the audits will be documented and
communicated to all members of the project staff. Any
follow- up corrective activity required will be noted and initiated as appropriate.
DocuSign Envelope ID: CB109B15- A28B-4CB9-BC8B-F3FE05FA3CE3 212
Engineering Services and Land Development | City of Palm Desert GREEN TREx Civil Plan Check Process
City/County Receives
Plans from Applicant
Assigns Project
HR Green Receives PDF
of Plan Submittal + Enters
Information into system
Submittal Intake Checklist.
Notify City/County if
Submittal is Complete.
Discuss Key Issues
with City/County +
Project Manager
Budget Hours
Distribute Plan to
Appropriate Plan Review
Team Member(s)
Parcel + Final Tract Maps
Rough + Precise
Grading Plans
Water + Sewer Plans
Calculations
Storm Drain Plans
Dry Utility Plans
Sign + Striping Plans
Street Lighting Plans
Grading Plans
Real Property Review
Hydrology/ Hydraulic
Studies
WQMPs + SWPPPs
Landscape +
Irrigation Review
Geotechnical
Soils Reports
Prepare Corrections
Memo
Quality Reviews
Finalize Correction/
Approval Memo
Log Out Project
City/County
Design Engineer
RESUBMITTAL
Street Improvement
Traffic/ Signal
Control Plans
TECHNICIAN REVIEWER EXPERIENCED
PROFESSIONAL
T R EX
Erosion Control and
PM10 Plans
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Engineering Services and Land Development | City of Palm Desert
GRANT AND FUNDING SUPPORT SERVICES
HR Green has been supplying engineering support
services to southern California agencies for more than a decade. Most of our staff have worked in Public Works
departments and understand the importance of these
services and how critical they are to project delivery.
We believe that funding, design, construction and
maintenance of public projects are the heart of any public works department and our primary focus as company.
Funding Needs Analysis/ Strategic Outreach
HR Green has a long and successful history of working
with California communities to develop and implement
successful funding strategies. Our strategy focuses on
securing and managing funds through a combination of
competitive grants made available at the federal, state and local level, utilizing local financing tools, and leveraging alternative service delivery and funding models
The hallmark of HR Green’s approach to project funding is based on the following actions:
Identify funding options that meet the needs
of the community and the project. Frequently,
communities chase funding rather than identify
how potential funding sources are a good fit for the
project and the community. For example, determining
the type of funding associated with a program, its
eligibility requirements, reporting requirements, funding history, etc., can help the community assess if the
anticipated use of funds meets a project need and the
administrative responsibilities associated with securing funding are not burdensome for administrative officers.
Determine if the funding source(s) are consistent with
the project needs and the community’ s capabilities. HR Green works with steering committees, city councils or
project committees to outline funding options, discuss
advantages and disadvantages associated with each
funding option, eliminate the least desirable funding
options and select finalist funding options for further pursuit.
Prepare a funding strategy that focuses on
implementation. HR Green works with our public
agencies to prepare a tailored funding strategy,
including a proposed schedule of activities and listing of milestone events. These efforts typically involve meeting with administrative staff and elected officials.
Prepare successful funding applications. Our process
of evaluating funding opportunities does not simply
consist of grant preparation. To the contrary, HR Green spends considerable effort asking the right questions
of grant makers, examining past funding commitments
and developing text that reflects your needs and its
consistency with past funding awards.
The same is true in our efforts to leverage federal
appropriations. HR Green has an experienced
representative in Washington, DC that has relationships and a familiarity with the appropriations process to
attract federal funds to projects.
On- going contact with fund program managers. Our
effort does not end with the submission of the funding
proposal. Often, staff will contact the grant maker to
ensure that there are no unanswered questions and to
strive to keep the review moving forward.
Grant Funding Research
HR Green has a dedicated team of staff throughout our
offices to keep up to date on available federal and state grant opportunities. We routinely assist our clients in both identifying and securing outside financial resources and navigating through regulatory and administrative
requirement that accompany these funding sources. The
purpose of our grants team is to leverage grant programs for our clients as well as pool and share knowledge of
available grants funding both internally and with our
clients. Our team will work with City staff identifying available funding opportunities and assist the City utilizing our experienced grant writing team to apply for grants
including, but not limited to the following areas: road improvements; water quality and other environmental
initiatives; community/ economic development; health
and human services; housing programs; infrastructure
development and maintenance; technology; parks,
recreation and trail development. We will provide the City with summaries of potential funding opportunities related to all priority areas.
Grant Proposal Development and Submittal
HR Green’ s grant writers and administrators include
former public sector employees along with diversely
skilled planners, engineers, scientists, and managers who understand the multiple aspects of federal and state aid project delivery and how to position a project for funding.
Public agencies may need help both identifying and
securing outside financial resources and also managing
DocuSign Envelope ID: CB109B15- A28B-4CB9-BC8B-F3FE05FA3CE3 214
Engineering Services and Land Development | City of Palm Desert the regulatory and administrative requirements that
accompany the funding sources. We provide turnkey
services to deliver your important capital improvement
projects through the planning, design, and construction phases. Grant writing services will include:
Grant application review and preparing a timeline and
chart of tasks for grant submission.
Preparation of funding abstracts, production and
submittal of applications to funding sources.
Provide ongoing technical review of grant applications
prepared and submitted by staff when requested.
Ensuring that letters of support and other required
certifications or documents are submitted with the grant timeline.
Completing tasks (including but not limited to reports
and budgets) for post award administration and
accountability in accordance with the grant time line.
A copy of each grant application package submitted for
funding, in its entirety, is to be provided to the City.
Project Funding
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Engineering Services and Land Development | City of Palm Desert D. Proposed Method to Accomplish the Work
Continued Section: Reporting and Management
Management and Administration
HR Green has a strong reputation of providing exceptional management and administration services to our clients.
The following are the main tasks that we have found lead to the successful project management and provide the
best results for our clients.
Managing Schedules
HR Green understands the importance of maintaining
project schedules. The timely delivery of a project or
deliverable is critical to project stakeholders. Our Plan Check processes have been designed to meet or exceed
your expectations for on-time delivery of plan reviews.
Managing Subconsultants
HR Green has excellent relationships with each of the
subconsultants we offer to the City of Palm Desert. We
actively maintain those relationships with a constant flow of communication and understanding of project needs,
project deadlines and project deliverables.
Managing Project Changes
HR Green will continuously monitor each project to
address unexpected challenges and recommend
innovative solutions to keep the project progressing.
The recommendations are developed and evaluated to
determine the most cost- effective solution for the City.
Responding to the City’s Needs
HR Green understands that the City may need additional
experienced staff to provide the highest level of service to the City and that the immediate need for external
support services may be with short notice. We will be
responsible for providing fully qualified and experienced staff to efficiently perform the services and support
the needs of the City in each of the areas identified in the City’s RFQ. HR Green will provide support services
on an “As-Needed,” “ On- Call,” or “ Short Notice” basis; and to work under the general supervision of the
Community Development Department or other Department
representative. We are committed to providing the highest caliber of support services to the City of Chino Hills and to responding quickly to requests from the City.
Additionally, we understand the challenges that can come up during departmental support activities. We understand that the City expects our City Engineer and Task Leads to proactively lead our team and subconsultants to address each challenge for successful completion of the project.
Project Documentation
HR Green recognizes the importance of maintaining
detailed and accurate project records. On our projects, we provide the highest level of project documentation
quality to our clients. HR Green has built an excellent reputation for providing clients with project records that are second to none. The project record audits conducted by our clients of previous projects we have managed are continually documented with successful results.
Supervision and Communication
HR Green is committed to immediately addressing
concerns or requests made from the City. HR Green’s
Project Managers and Task Leads will listen to the City’ s request and develop recommendations that address
the issue for the City to consider. Additionally, they will manage all aspects of the contract, including the high
quality performance of our staff and subconsultants for the various services requested by the City. Tim and our Task Leads will always keep open lines of communication to City staff and management. Should the need arise,
our Principal- in-Charge, George A. Wentz, PE, will
also be available to the City to answer any questions or concerns regarding our performance or any other aspect
of the contract.
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Engineering Services and Land Development | City of Palm Desert A Forward- Thinking Approach
Integrated Project Management Reporting / Software Solutions Our firm and staff are very proficient in leveraging software solutions to effectively manage different departmental programs/ projects/ facilities/ maintenance operations. Regularly serving in a department head and program management role for municipalities, we consistently utilize GIS to manage city assets, permitting systems to process approvals, and other data tools to make more informed decisions. Our staff have served as CIP Project/ Program Manager as well as Public Works Maintenance and Facilities Managers for agencies throughout Southern California. Recently, we tested and successfully implemented Accela for a Southern California city of 100,000 population as their permitting and reporting solution. We are a consultant partner to Agiline, LLC which provides a suite of software applications that more efficiently manage capital projects/ programs and provide a consolidator tool to collect, validate, transform, organize, present and act on information received from several data sources, leading to customized reporting on key performance indicators.
LOOKING
FORWARD
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HRGREEN. COM
TRANSPORTATION
WATER
GOVERNMENTAL SERVICES
LAND DEVELOPMENT
ENVIRONMENTAL
CONSTRUCTION
DocuSign Envelope ID: CB109B15- A28B-4CB9-BC8B-F3FE05FA3CE3 218
DocuSign Envelope ID: CB109B15- A28B-4CB9-BC8B-F3FE05FA3CE3 219
220
CITY OF PALM DESERT
STAFF REPORT
MEETING DATE: June 13, 2024
PREPARED BY: Ivan Tenorio, Homeless and Supportive Services Manager REQUEST: APPROVE MEMORANDUM OF UNDERSTANDING WITH COACHELLA
VALLEY ASSOCIATION OF GOVERNMENTS FOR THE CV HOUSING
FIRST PROGRAM, AND AUTHORIZE PAYMENT FOR FISCAL YEAR
2024-25
RECOMMENDATION:
1. Approve a Memorandum of Understanding (MOU) with Coachella Valley Association of Governments (CVAG) for the CV Housing First Program not to exceed $100,000 in FY 2024-
25. 2. Authorize the City Attorney to make any necessary nonmonetary changes to the MOU.
3. Authorize the City Manager to execute the MOU.
BACKGROUND/ANALYSIS:
Homelessness services in the City of Palm Desert have been coordinated in partnership with the Coachella Valley Association of Governments (CVAG) program called CV Housing First for the past three years. The program focuses on the CV 200, a by-name list of people who are chronically unsheltered in the Coachella Valley. These individuals are likely to be resistant to shelters, have previously lost their housing and are in frequent contact with public safety authorities. Local law enforcement and the member jurisdictions of CVAG collaborated to produce the list. At the end of the calendar year, CVAG staff meets with code enforcement, local police departments, and other stakeholders to review and decide which individuals are to remain or be removed from the CV 200 list. Following the review, CVAG presents an updated CV 200 list for the new calendar year.
Below is a summary of the CV Housing First program accomplishments during the current multiyear agreement.
Calendar
Year
CV 200 –
PD Allotment
Housing
Achieved
Percentage
Achieved
2021 30 10 33.33%
2022 30 5 16.67%
2023 30 5 16.67%
2024 30 2* n/a
*2024 is YTD total.
The MOU is currently funded through the City’s Permanent Local Housing Allocation (PLHA) program funding. The current 5-year PLHA plan cycle concludes June 30, 2024. The next PLHA plan will be submitted to City Council and the State of California during the upcoming fiscal year in order to secure funding for the next 5 years.
221
City of Palm Desert
APPROVE MEMORANDUM OF UNDERSTANDING
Homeless Taskforce Recommendation
This item was presented to the Homelessness Taskforce on May 21, 2024. The Taskforce voted to recommend approval of this item.
FINANCIAL IMPACT:
Approval of the MOU commits the City to paying $100,000 for FY 2024-25. Funds for this purpose have been included in the FY 2024-25 Annual Budget Request in PLHA Account Number: 2254212-4309000. Upon budget approval, there is no impact to the General Fund.
ATTACHMENTS:
1. CV Housing First Q3 Report and Annual Report
2. Memorandum of Understanding
222
Subject:
Contact:
Coachella Valley Association of Governments
April 17, 2024
City of Palm Desert Q3 Report
Ivan Tenorio, Management Analyst ([email protected])
CV Housing First Clients - By the Numbers from January 1 st 2024 through March 31, 2024
Q1 Q2 Q3 Q4 TOTAL
Outreach contacts 22 18 0 40
Outreach contacts linked to other services 14 7 0 21
Outreach contacts linked to shelter 0 1 0 1
CV200 placed into Crisis Stabilization Housing 5 4 10 19 CV200 PERMANENTLY HOUSED 0 2 2 4
223
224
MEMORANDUM OF UNDERSTANDING
BETWEEN
THE CITY OF PALM DESERT
AND
COACHELLA VALLEY ASSOCIATION OF GOVERNMENTS
This Memorandum of Understanding (the "Memorandum") is made by and between the CITY OF PALM DESERT ("CITY”) and the COACHELLA VALLEY ASSOCIATION OF GOVERNMENTS ("CVAG"), as of July 1, 2024 with respect to the following:
RECITALS
WHEREAS, the City is interested in providing food, emergency shelter, and outreach to those in need and, in that regard would like to support the CVAG homelessness program; and
WHEREAS, the City has been supporting CVAG's CV Housing First program as a regional solution for homeless individuals; and
WHEREAS, CVAG agrees to use the City funding for the CV Housing First program to provide case management and outreach services to homeless individuals in the Coachella Valley and including in the City of Palm Desert for Fiscal Year 2024- 25;
NOW, THEREFORE, the City and CVAG agree to the following:
1.0 TERM OF MEMORANDUM. The term of this Memorandum shall expire on June 30, 2025.
2.0 OBLIGATIONS OF THE PARTIES
2.1 CVAG shall provide the services set forth in Exhibit A attached hereto and incorporated herein by this reference ("Scope of Services"). CVAG shall deliver to the City quarterly reports detailing the CV Housing First program metrics as set forth in Exhibit B attached hereto and incorporated by this reference ("Quarterly Reports"). CVAG shall comply with any and all federal, state, and local laws and regulations applicable to CVAG, the Scope of Services, and the use of the City Funds (as defined in Section 2.2 below) and the use of any other public moneys (collectively, the "Compliance Requirements").
2.2 The City will provide financial support of One Hundred Thousand Dollars ($100,000) (“City Funds”) to CVAG. Provided CVAG complies with its obligations under this Memorandum, the City shall disburse the City Funds no later than 60 days after the beginning of each fiscal year. All City Funds shall be used by CVAG for the Scope of Services and for no other purpose. If CVAG fails to provide CV Housing First 225 services for a fiscal year, the City may withhold an installment disbursement of the City Funds that has not yet been disbursed. If CVAG fails to comply with any Compliance Requirements, the City may (i) withhold an installment disbursement that has not yet been disbursed, (ii) order a return to the City of any portion or all City Funds that were not used in compliance with this Memorandum or any other Compliance Requirements, and/or (iii) seek any other rights or remedies available at law or in equity.
3.0 INDEMNITY AND RELEASE. CVAG hereby agrees to indemnify, defend, and hold harmless the City and its officers, employees, agents and independent contractors (collectively, "Indemnitees") from and against any and all of claims, causes of action, obligations, losses, liabilities, judgments, or damages, including reasonable attorneys' fees and costs of litigation (collectively "Claims") arising out of and/or in any way relating to CVAG's activities in the performance of this Memorandum, or to CVAG's acts and/or omissions in providing or administering the same, excepting only those claims, actions, obligations, losses, liabilities, judgments, or damages arising out of the sole negligence, active negligence or willful misconduct of the City.
4.0 CVAG INSURANCE OBLIGATIONS. Without limiting the indemnification provisions provided herein, CVAG, at its sole expense, shall obtain and keep in force during the term of this Memorandum and any extensions thereof, a policy or policies of general liability insurance covering all injuries to persons and damage to property occurring in, upon or about the CVAG facility(ies) resulting from any actions or omissions of CVAG or any use of the CVAG facility(ies), or the CVAG's invitees in accordance with the terms of this Memorandum. The policy or policies evidencing such insurance shall name the City and its officials, officers, employees, and agents, as additional insureds, shall provide that same may not be cancelled or amended without thirty (30) days prior written notice to the City, and shall provide for a combined single limit coverage of bodily injury and property damage in the amount of not less than One Million Dollars ($1,000,000). Such policy or policies shall be issued by an insurance company licensed to do business in the State of California and be rated A-/VHI or better by ambest.com. Prior to the date of this Memorandum, and upon renewal of such policies, CVAG shall submit to the City certificates of insurance and any applicable endorsements evidencing that the foregoing policy or policies are in effect. The coverage contemplated in this paragraph will be primary and the City's coverage will not contribute. CVAG shall provide workers' compensation insurance in accordance with California law.
5.0 ADDITIONAL PROVISIONS.
5.1 In all cases, the language in all parts of this Memorandum shall be construed according to Its fair meaning and not strictly for or against either party, if being agreed that the parties or their agents have all participated in the preparation of this Memorandum.
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5.2 This Memorandum contains the entire agreement of the Parties and supersedes any prior oral or written statements or agreements between the Parties regarding the operation of CVAG's CV Housing First Program.
5.3 No termination of this Memorandum shall release either party from any liability or obligation hereunder resulting from any acts, omissions or events happening prior to the termination of this Memorandum.
5.4 In the event either party brings any suit or other proceeding with respect to the subject matter or enforcement of this Memorandum, the prevailing party (as determined by California law) shall, in addition to such other relief as may be awarded, be entitled to recover reasonable attorneys' fees, expenses and costs of suit or investigation as actually incurred (including, without limitation, reasonable attorneys' fees, expenses, and costs incurred in establishing the right to indemnification).
[signatures on next page]
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IN WITNESS WHEREOF, Coachella Valley Association of Governments and the City of Palm Desert have executed this Memorandum as evidenced by the signatures contained below:
CITY OF PALM DESERT
By:
L. Todd Hileman
City Manager
COACHELLA VALLEY
ASSOCIATION OF GOVERNMENTS
By:
Tom Kirk
Executive Director
Dated: Dated:
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EXHIBIT A
Scope of Services
Provide services to unhoused individuals and families in the Coachella Valley, and more specifically in City of Palm Desert, who are literally homeless by providing outreach, connections to housing solutions (including crisis stabilization housing and/or permanent solutions), rapid resolution assistance for one-time emergency needs such as move-in costs, or other supportive services and resources such as food distribution, legal services or clinics, and linkages to housing services. 229
Exhibit B
In Fiscal Year 2024-25, CVAG will also provide a quarterly report that provides information on the following program components:
Number of unduplicated CV 200 clients from Palm Desert moved into crisis stabilization housing
Number of permanent housing resolutions for CV 200 clients from Palm Desert Number of contacts made with CV 200 clients in Palm Desert Number of total outreach scheduled outings in the Palm Desert 230
231
232
CITY OF PALM DESERT
STAFF REPORT
MEETING DATE: June 13, 2024
PREPARED BY: Erica Powell, Management Analyst
REQUEST: APPROVE AMENDMENT NO. 4 TO CONTRACT NO. C41660 WITH
SAME DAY EXPRESS FOR MAINTENANCE OF THE CITY OF PALM
DESERT’S PERMANENT PUBLIC ART COLLECTION AND THE EL
PASEO SCULPTURE EXHIBITION
RECOMMENDATION:
1. Approve Amendment No. 4 to Contract No. C41660 with Same Day Express in the amount of $55,200 for the term of July 1, 2024, through June 30, 2025, for maintenance of the City of Palm Desert’s permanent public art collection and the El Paseo Sculpture Exhibition.
2. Approve up to $30,000 on an as needed basis for additional public art maintenance and repair services from Same Day Express.
3. Approve up to $6,000 on an as needed basis for inspections of the City’s permanent public art collection and data entry into the City’s inventory management system.
4. Authorize the City Manager to execute amendment.
BACKGROUND/ANALYSIS:
On June 10, 2021, the City Council approved Contract No. C41660 with Same Day Express in the amount of $55,200 for maintenance of the City of Palm Desert’s permanent public art collection and the El Paseo Sculpture Exhibition. The initial term of the contract was from July 1, 2021, through June 30, 2022, with an option to extend the contract annually for up to three (3) years upon the City Council’s approval. The City Council previously approved two extensions to the term (Amendments 1 and 2). Amendment No. 3 was to increase the contract compensation amount for additional maintenance and repair services and inspections of the City’s permanent public art collection and data entry into the City’s inventory management system.
Same Day Express, a local company, provides quick response times, specialized expertise, and quality work related to public art maintenance, installation, and restoration; therefore, staff is requesting approval in accordance with M.C. 3.30.160(D) exception to formal bidding in the best interest of the City due to lack of a competitive market for these services. Staff recommends approval of Amendment No. 4 to the contract extending the term from July 1, 2024, through June 30, 2025, to ensure uninterrupted maintenance services to the City’s permanent public art collection and the El Paseo Sculpture Exhibition.
Additionally, at times the City’s public art collection warrants unanticipated maintenance and repairs due to damage, vandalism, longevity, or the desert’s harsh weather conditions.
Approving an additional amount not to exceed $30,000 will allow Same Day Express to perform these unanticipated repairs at an hourly rate of $80.00 per hour. Staff also recommends approving an additional amount not to exceed $6,000 for inspections of the City’s permanent 233
City of Palm Desert
Same Day Express Amendment No 4 to Contract No. C41660
public art collection and data entry into the City’s inventory management system at an hourly rate of $80.00 per hour.
FINANCIAL IMPACT:
Funds for this contract in the amount of $55,200, as well as $30,000 for unexpected maintenance and repairs, and $6,000 for inspections of the City’s permanent public art collection (total amount $91,200) have been requested as part of the FY 2024/2025 Public Art budget, Account Number 4364650-4337200. There is no fiscal impact to the General Fund associated with this request.
ATTACHMENTS:
1. Contract C41660
2. Amendment No. 4 to Contract No. C41660
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235
236
237
238
239
240
241
242
243
244
245
246
247
248
CONTRACT NO. C41660
AMENDMENT NO. 4 FOR MAINTENANCE SERVICES OF THE CITY OF PALM DESERT’S
PUBLIC ART COLLECTION AND THE EL PASEO SCULPTURE EXHIBITION
BETWEEN THE CITY OF PALM DESERT AND SAME DAY EXPRESS
1. Parties and Date.
This Amendment No. 4 for Maintenance Services of the City of Palm Desert’s Public Art Collection and the El Paseo Sculpture Exhibition is made and entered into as of this 9th day of May, 2024, by and between the City of Palm Desert (“City”) and Same Day Express, a Sole Proprietor with its principal place of business in Palm Desert, California, “Contractor”. City and Contractor are sometimes individually referred to as “Party” and collectively as “Parties.”
2. Recitals.
2.1 Agreement. The City and Same Day Express have entered into an agreement entitled “Maintenance Services of the City of Palm Desert’s Public Art Collection and the El Paseo Sculpture Exhibition” dated June 10, 2021 (“Agreement” or “Contract”) for the purpose of retaining the services from Same Day Express to provide Maintenance Services of the City’s Public Art Collection and the El Paseo Sculpture Exhibition.
2.2 Amendment No. 1. The City and Same Day Express desire to amend the Agreement to extend its term of Agreement from July 1, 2022, to June 30, 2023. The Parties have heretofore entered into that Amendment No. 1 dated April 14, 2022.
2.3 Amendment No. 2. The City and Same Day Express desire to amend the Agreement to extend its term of Agreement from July 1, 2023, through June 30, 2024. The parties have heretofore entered into that Amendment No. 2 dated May 11, 2023.
2.4 Amendment No. 3. The City and Same Day Express desire to amend the Agreement to increase compensation amount and to include additional services. The parties have heretofore entered into that Amendment No. 3 dated December 1, 2023.
2.5 Amendment No. 4. The City and Same Day Express desire to amend the Agreement to update compensation and extend its term of Agreement from July 1, 2024, through June 30, 2025.
2.6 Amendment Authority. This Amendment No. 4 is authorized pursuant to Section 5 of the Agreement.
3. Terms.
3.1 Section 3. Scope of Services; Schedule. of the Agreement is hereby amended in its entirety to read as follows:
The Vendor shall be solely responsible for providing all materials, labor, tools, equipment, 249
CONTRACT NO. C41660
PAGE 2 OF 8
water, light, power, transportation, and superintendence of every nature and all other services and all facilities necessary to execute, complete, and deliver the services as particularly described in the Scope of Services ("Services") attached hereto as Exhibit "B-2” and incorporated herein by this reference. The Services shall be completed timely and in accordance with the Schedule of Services set forth in Exhibit "B-2".
3.1.1 Section 5. Compensation.. of the Agreement is hereby amended in its entirety to read as follows:
" Vendor shall receive compensation for Services rendered under this Agreement at the rates set forth in Exhibit "C" attached hereto and incorporated herein by this reference. The total compensation shall not exceed Ninety-One Thousand Two Hundred Dollars and No Cents ($91,200.00) per fiscal year (“Agreement Price”). Vendor’s invoices shall include a detailed description of the Services performed. Invoices shall be submitted to the City on a monthly basis. The City shall review and pay all non-disputed and approved charges on such invoices in a timely manner. Vendor shall submit its final invoice to the City within thirty (30) days from the last date of Services performed and failure to do so shall result in a waiver of payment from the City."
Description of Services Unit of
Services
Budget
Amount
Maintenance Services
in Exhibit B-2
$4,600.00
Per Month
(12 months)
$55,200.00
Additional Work $80.00 per
Hour
$30,000.00
Inventory Management $80.00 per
Hour
$6,000.00
Grand Total $91,200.00
3.1.2 Term. Section 4. of the Agreement is hereby amended in its entirety to read as follows:
"The term of this Agreement shall be from July 1, 2024, through June 30, 2025, unless earlier terminated as provided herein." “Exhibit B and B-1 is hereby deleted in its entirety and replaced with Exhibit B-2 attached hereto and incorporated herein by reference.”
3.2 Continuing Effect of Agreement. Except as amended by this Amendment No. 4, all 250
CONTRACT NO. C41660
PAGE 3 OF 8
other provisions of the Agreement remain in full force and effect and shall govern the actions of the parties under this Amendment No. 4. From and after the date of this Amendment No. 4, whenever the term “Agreement” or “Contract” appears in the Agreement, it shall mean the Agreement as amended by this Amendment No. 4.
3.3 Adequate Consideration. The Parties hereto irrevocably stipulate and agree that they have each received adequate and independent consideration for the performance of the obligations they have undertaken pursuant to this Amendment No. 4.
3.4 Severability. If any portion of this Amendment No. 4 is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.
3.5 Counterparts. This Amendment No. 4 may be executed in duplicate originals, each of which is deemed to be an original, but when taken together shall constitute but one and the same instrument.
[SIGNATURES ON FOLLOWING PAGE]
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CONTRACT NO. C41660
PAGE 4 OF 8
SIGNATURE PAGE FOR AMENDMENT NO. 4 TO MAINTENCE SERVICES AGREEMENT, C41660 BETWEEN THE CITY OF PALM DESERT
AND SAME DAY EXPRESS
IN WITNESS WHEREOF, THE PARTIES HAVE ENTERED INTO THIS AMENDMENT NO. 4 TO THE MAINTENANCE SERVICES AGREEMENT, C41660 AS OF THE DAY AND YEAR FIRST ABOVE WRITTEN.
CITY OF PALM DESERT
BY:
L. TODD HILEMAN
CITY MANAGER
ATTEST:
BY:
ANTHONY J. MEJIA
CITY CLERK
APPROVED AS TO FORM:
BY:
ISRA SHAH
BEST BEST & KRIEGER LLP
CITY ATTORNEY
SAME DAY EXPRESS, A SOLE
PROPRIETORSHIP
BY:
BRETT FORE
OWNER, OPERATOR
QC: _____
INSURANCE:
_____
INITIAL REVIEW
_____
FINAL APPROVAL
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CONTRACT NO. C41660
PAGE 5 OF 8
EXHIBIT “B-2”
SOCPE OF SERVICES; SCHEDULE OF SERVICES
SCOPE OF WORK: The City of Palm Desert's public art collection consists of seventy three (73) artworks in its permanent collection and eighteen (18) sculptures in the medians on El Paseo. More specific project requirements are as follows.
SEVENTY-THREE (73) PIECES OF THE PERMANENT COLLECTION
1. Cleaning of all seventy-three (73) artworks will be required two (2) times each year throughout the duration of the contract which includes dusting, washing, and waxing.
2. Minor conservation work will be performed as required in addition to the required two times a year cleaning (removing corrosion, graffiti, flaking, paint, water deposits, etc.). Occasional placement of signage and installation of plaques may be needed. Contractor may be called upon at any time to perform minor conservation work and must be able to respond on site within two (2) hours in the case of emergency.
3. A detailed written report shall be included with the monthly invoice stating the condition of the artwork before cleaning was completed as well as details of work performed. Invoices shall be sent to the Management Analyst in the Public Art Division.
4. Color photographs of artworks before and after treatment should be taken by the contractor and included with the monthly invoice.
5. The contractor will provide staff with detailed information, including color photographs, on any conservation or vandalism problems that may have occurred to the art. The need for restoration work will be discussed with staff on a case-by-case basis prior to work being completed. All damage or vandalism to any artwork should be reported to the Public Art Department immediately.
6. During the one (1) year contract, additional artworks may be added to the collection which will not increase the amount of the contract. However, any added artwork will be considered depending on level of maintenance required.
7. The artwork at the Palm Desert Aquatic Center consists of stained designs integrated into the concrete deck between the pool and the changing rooms.
Specific chemicals need to be used to clean the surface once a month. Stain touch up and sealing of the artwork is required two (2) times a year.
8. Supplies are to be provided by Contractor.
9. Implementation of Inventory management of public art. 253
CONTRACT NO. C41660
PAGE 6 OF 8
EXHIBIT “B-2”
SCOPE OF SERVICES; SCHEDULE OF SERVICES
254
CONTRACT NO. C41660
PAGE 7 OF 8
EXHIBIT “B-2”
SCOPE OF SERVICES; SCHEDULE OF SERVICES
255
CONTRACT NO. C41660
PAGE 8 OF 8
“EXHIBIT C”
COMPENSATION
Description of Services Unit of
Services
Budget
Amount
Maintenance Services
in Exhibit B-2
$4,600.00
Per Month
(12 Months)
$55,200.00
Additional Work $80.00 per
Hour
$30,000.00
Inventory Management $80.00 per
Hour
$6,000.00
Grand Total $91,200.00
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CITY OF PALM DESERT
STAFF REPORT
MEETING DATE: June 13, 2024
PREPARED BY: Joe Barron, Senior Contracts and Grants Analyst REQUEST: AWARD CONTRACT TO THE RAMSAY GROUP TO ADMINISTER THE COMMUNITY DEVELOPMENT BLOCK GRANT(CDBG) PROGRAM.
RECOMMENDATION:
1. Approve a contract with The Ramsay Group in an amount not to exceed $45,600 for Administration of the FY 2024-25 CDBG Program.
2. Authorize the City Attorney to make any necessary non-monetary changes to the agreement.
3. Authorize the City Manager to execute agreement and contract amendments as per Palm Desert Municipal Code Section 3.30.170.
BACKGROUND/ANALYSIS:
On June 8, 2023, the City Council voted to join the Urban County Program with the County of Riverside as a Metropolitan City for three fiscal years, because the City would benefit staff time savings and the opportunity to leverage the County’s HUD, experience and reporting infrastructure. However, due to an error by County staff, the City was mistakenly designated as a Cooperating City, therefore the City will not be able to participate in the Fiscal Year 24-25 cooperative agreement with the County, but will be able to participate in the following years.
Additionally, an error in the email address used by the County resulted in a delayed notification of the error and prohibited staff’s ability to meet the County's deadline.
Consequently, it was decided to hire a consultant to manage the program the interim of joining the County’s Program. A Request for Proposal (RFP) was issued on March 21, 2024, seeking a qualified consultant to manage and administer the CDBG program for Fiscal Year 2024-25. Two proposals were received, and after a thorough review by staff, the top candidate was selected for an interview.
The Ramsay Group's key personnel lead consultant has over 25 years of experience in CDBG and similar programs that will able to deliver these services, and the firm's retainer-style contract offers significant cost benefits by establishing a not-to-exceed amount. The consultant is expected to handle all tasks associated with program management. Engaging this service is a prudent and strategic decision, ensuring our organization benefits from reduced staff time while achieving program goals during our transition to a metro agreement with the County.
Legal Review:
This report has been reviewed by the City Attorney’s office.
FINANCIAL IMPACT:
257
City of Palm Desert
Award Contract for the CDBG Consultant Administrator
The City has been awarded $365,446 for FY 2024-25. The City is allowed $70,430 for administration of the grant funds. This contract falls within the allowable administrative costs, therefore there is no impact on the City’s General Funds.
ATTACHMENTS:
1. The Ramsay Group Proposal
2. Draft- The Ramsay Group Professional Services Agreement 258
1 Proposal Submittal to the
City of Palm Desert
to Provide Administration Services in Support of the
Community Development Block Grant (CDBG) Program
The Ramsay Group Maintains High Standards of
Business Operations, and a Formula for Quality Service
You Can Trust
259
2 Contact Information:
Darrell Stamps MPA - Managing Partner
THE RAMSAY GROUP
23630 Clover Trail
Calabasas CA. 91302 (Headquarters)
2021 Guadalupe Street Dobie Center, Suite 260
Austin, TX 78705
One Magnificent Mile, 980 North Michigan Avenue Suite 1400 Chicago, 60611
www.theramsaygroup.com
[email protected]
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3 I. COVER LETTER
April 10, 2024
Joe Barron, Senior Contracts and Grants Analyst,
City of Palm Desert, 73-510 Fred Waring Drive
Palm Desert, CA 92260. M
RE: Administration Services for the City of Palm Desert’s Community Development Block Grant (CDBG) Program Dear Mr. Barron,
The Ramsay Group is pleased to present our proposal to the City of Palm Desert to provide comprehensive Administration Services for the City’s Community Development Block Grant (CDBG) Program to include preparation of the City’s next 5- year Consolidated Plan and preparation of the Analysis of Impediments to Fair Housing Choice (AI) as necessary to secure future CDBG funding from the U.S. Department of Housing and Urban Development (HUD) .
The Ramsay Group specializes in minimizing the regulatory burden most public managers face by working alongside them and applying efficient private-sector structure and systems. The Ramsay Group has nearly 30 years of experience managing and providing technical support to more than 60 jurisdictions nationwide, including locally in the Coachella Valley to the Cities of Palm Springs, Cathedral City and Palm Desert.
Our objective is to be an independent contractor capable of providing experienced, knowledgeable, and professional management services; be responsive and maintain excellent working relationships with City residents, businesses, government officials and City staff; and always provide adequate staffing levels and adhere to established schedules. TRG shall be knowledgeable of and comply with federal, state, and local laws, including the City of Palm Desert’s Jurisdictional Codes.
Our Firm has a breadth of knowledge, understanding and expertise in projecting future economic, social, and housing concerns. TRG also understands that comprehensive services. TRG’s services will be provided “turnkey” considering the managerial and program implementation service gaps that could result from the projected retirement of the current Housing and Neighborhood Services Manager in December 2023. TRG’s assistance will help with the effective management of the CDBG Program which will increase sustainability and improved quality of life in Palm Desert’s low- and moderate-income neighborhoods, while also enhancing economic development, public infrastructure and homeless services of benefit to thousands of residents located in the Jurisdiction.
Should you have any further questions or concerns, please contact me directly. I will be the contact/ lead person for this assignment and authorized to obligate the Firm contractually. I can be reached at [email protected] or 213-256- 7657. We look forward to working with you.
Regards,
Darrell Stamps MPA, Managing Partner
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4 II. FIRM’S QUALIFICATION
Two aspects of The Ramsay Group help us stand out from our competitors. First, our products and services reflect the insight we acquire from affordable housing and community development analysts. All our products and services are based on strong community and affordable housing research. Our team of in-house experts combines years of applied knowledge with contemporary planning practices. Second, our services and products reflect our experience as planners and community development consultants. We have worked in communities across the U.S. and have witnessed successful planning and management tactics duplicated again and again.
We have a proven process of working with communities to identify not just obvious impediments, but assets that can be used to accomplish desired change. Licenses and certifications possessed by staff members and the firm scheduled to work on the project is detailed in this section below.
Comparable contracts.
Jurisdiction : City of Mount Vernon, Washington
Project Description: 2022-25 CDBG Administration
Status: On Going
Failure to Complete: N/A
Jurisdiction : City of Palm Springs
Project Description: 2020-23 CDBG Administration
Status: On Going
Failure to Complete: N/A
Jurisdiction : City of Burbank, CA
Project Description: 2020-2021 Supervised CDBG and HOME Programs.; Responsible for CDBG_HOME and Human Services Grants Application Process; Compliance and Monitoring; Consolidated Planning Process; Analysis of Impediments to Fair Housing; Labor Standards; Environmental Reviews; Section 3; and supervising program staff.
Status: Ended in September 2021
Failure to Complete: N/A
Jurisdiction: City of Cathedral City
Project Description: Managed CDBG Programs.; Responsible for CDBG Human Services Grants Application Process; Compliance and Monitoring; Consolidated Planning Process; Analysis of Impediments to Fair Housing; Labor Standards; Environmental Reviews; Section 3; and supervising program staff.
Status: Ongoing
Failure to Complete: N/A
Jurisdiction : City of Indio
Project Description: CDBG IDIS Management and 2014-2022 / CDBG Technical Assistance Consolidated Planning Process; Analysis of Impediments to Fair Housing Status: On Going
Failure to Complete: N/A
Jurisdiction: City of El Monte
Project Description: 2016 -2017 Supervised CDBG and ESG Programs. Responsible for the management of Fair Housing and Equal Opportunity; Responsible for CDBG/ESG/and Human Services Grants Application Process; Compliance and Monitoring; Consolidated Planning Process; Analysis of Impediments to Fair Housing; Labor Standards; Environmental Reviews; Section 3; and supervising program staff.
Status: Ended in June 2017
Failure to Complete: N/A
262
5 Plans Completed (Partial)
• Updated the City of Cathedral City’s 2023 Consolidated Plan/ AP and Analysis of Impediments to Fair Housing Choice
• Updated the City of Palm Springs’ 2020 Consolidated Plan/ AP and Analysis of Impediments to Fair Housing Choice
• Updated the City of Burbank’s 2020 Consolidated Plan/ AP and Analysis of Impediments to Fair Housing Choice
• Updated the City of Whittier’s 2020 Consolidated Plan/ AP and Analysis of Impediments to Fair Housing • Updated the City of Garden Grove’s 2020 Consolidated Plan/ AP and Analysis of Impediments to Fair Housing Choice
• Updated the City of Porterville’s 2020 Consolidated Plan/ AP and Analysis of Impediments to Fair Housing • Updated the City of Chino’s 2020 Consolidated Plan/ AP and Analysis of Impediments to Fair Housing Choice • Updated the City of Indio’s 2019 Consolidated Plan/ AP and Analysis of Impediments to Fair Housing Choice • Updated the Consortium of Town of Apple Valley and City of Victorville’s 2017 Consolidated Plan and Assessment of Fair Housing
• Updated City of Cathedral City’s 2017 Consolidated Plan and 2016 Assessment of Fair Housing • Updated the City of Delano’s 2015 Analysis of Impediments to Fair Housing Choice • Updated the City of Norwalk’s 2015 Consolidated Plan/ AP and Analysis of Impediments to Fair Housing Choice
• Updated the City of Lancaster’s 2015 Consolidated Plan/ AP and Analysis of Impediments to Fair Housing • Updated the City of Merced’s 2015 Consolidated Plan/ AP and Analysis of Impediments to Fair Housing Choice
• Updated the City of Clovis’ 2015 Consolidated Plan/ AP and Analysis of Impediments to Fair Housing Choice • Updated the City of Pico Rivera’s 2015 Consolidated Plan/ AP and Analysis of Impediments to Fair Housing • Updated the City of Carson’s 2015 Consolidated Plan/ AP and Analysis of Impediments to Fair Housing • Updated the City of Glendale’s 2015 Consolidated Plan • Updated the City of El Monte’s 2015 Consolidated Plan • Updated the City of La Habra’s 2015 Consolidated Plan • Updated the City of Whittier’s 2015 Consolidated Plan • Updated the City of Indio’s 2014 Consolidated Plan/ AP and Analysis of Impediments to Fair Housing Choice • Updated City of Chino Hills 2013 Analysis of Impediments to Fair Housing Choice • Updated City of Santa Barbara 2013 Analysis of Impediments to Fair Housing Choice • Updated City of Lancaster 2013 Analysis of Impediments to Fair Housing Choice • Updated City of Turlock and Stanislaus County HOME Consortium 2010-2015 Consolidated Plan and AAP • Updated the City of Clovis’ 2010- 2015 Consolidated Plan/ AP and Analysis of Impediments • Updated the City of Pico Rivera’s 2010- 2015 Consolidated Plan/ AP and Analysis of Impediments to Fair Housing
• Updated the City of Visalia’s 2010- 2015 Consolidated Plan/ AP and Analysis of Impediments to Fair Housing • Updated the City of Bakersfield’s 2010- 2015 Consolidated Plan/AP and Analysis of Impediments • Updated the City of Yuba City’s 2010- 2015 Consolidated Plan • Updated City of Yuba’s Neighborhood Revitalization Strategy 2010 • Updated the County of Madera’s 2008 Housing Element
• Updated the City of Delano’s 2008 Housing Element
Agency Contact Name/Address Projects Phone Number
City of Palm
Springs
Jay Virata- Director, Community &
Economic Development City of Palm
Springs, 3200 E. Tahquitz Canyon Way
,Palm Springs, CA 92262
[email protected]
CDBG Administration (760) 323-8228
City of
Cathedral
City
David Razo- Analyst
68700 Avenida Lalo Guerrero
Cathedral City, CA 92234
[email protected]
CDBG Administration 760.202.2478
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6 III. PERSONNEL
The nearly 30-year history of our performance has been without reproach. We have never missed a HUD deadline, made any decision that resulted in recapture and have always successfully assisted jurisdictions through HUD monitoring/ audits. We will have staff available as needed to coordinate with City staff and ensure completion of task We will also host weekly meetings, provide monthly reports on the program’s progress, and make staff available for departmental or public presentations.
Darrell Stamps, MPA
Managing Partner—Project Oversite
Experience Summary
For nearly 30 years, Darrell has served as Managing Partner for the Ramsay Group. There, he has been responsible for providing HUD mandated strategic planning to more than 60 HUD entitlement cities. Darrell worked alongside jurisdictional staff, nonprofits, and community residents in assessing, planning and updating goals and policies relating housing, and community development needs for jurisdictions most needy citizens.
Darrell routinely works with the State of California’s Housing and Community Development Department and the U.S., Department of Housing and Urban Development, in Washington D.C. He has a bachelor’s degree in political science and MA in Public Administration.
Sanya Vitale- Lead Consultant
Director of Government Programs
Experience Summary
Sanya Vitale is an expert administrator with over 25 years of experience in community development, nonprofit, and government operations. Her expertise includes housing and homelessness as well as grants management and administration, federal procurement, contracting, compliance, and a comprehensive understanding of laws related to various accrediting and funding entities.
With a Master's in Public Administration from Indiana University and a Bachelor's in English from Purdue University, Sanya possesses a strong educational foundation complemented by certifications in Zoning Administration and Supervision and Leadership. Her skills encompass strategic planning, grants administration, contract negotiation, database design, and leadership. Sanya's commitment to community development and her proficiency in diverse areas make her a valuable asset in her field.
Currently, Sanya Vitale is leveraging her extensive expertise as an Expert Administrator to manage a variety of HUD funds for several units of government including NAHASDA, ICDBG, CDBG, and PIH funds. These efforts showcase her adeptness in overseeing critical funding streams and their financial aspects, further highlighting her commitment to efficient fund management within the realm of community development and government operations.
LaToya Rickets- Alternate
Senior Project Manager
Experience Summary
Ms. Rickets has worked with several municipalities under contract to assist with managing and monitoring the cities’ HUD programs. This includes reviewing expenditure reports and commitment reports for programmed activities. She has conducted reviews of CAPER’s as well as Consolidated Plans and assisted with the public hearing process for amendments. She has served as project liaison with HUD regarding HOME program and CDBG Education
M.A in Public Administration,
California State University, Fresno
B.A. in Political Science, California
State University, Fresno
Professional Affiliations
Member of the American Planning
Association (APA)
Certifications
National Charrette Institute, Charrette
Planner Certification Training
California State University, Fresno,
Education
MPA- Indiana University
BA Purdue University
Education
Masters in Public Service
Management from DePaul University,
Chicago, IL in 2014
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7 activities. She has provided oversight for development of subrecipient agreements as well as monitoring for Community Housing Development Organizations (CHDO) qualifications.
Ms. Rickets has over 30 years of experience in municipal services, capable of overseeing the CDBG public service agency program, identifying, and implementing appropriate outreach efforts for the various elements of the Housing Program and assisting with the development of administrative deliverables such as the program evaluation report, required staff and agenda reports, as well as other duties as assigned. Ms. Rickets has superior interpersonal skills, capable of resolving multiple and complex issues and motivating staff to peak performance. She has an excellent understanding of the political culture and extensive administrative, operational, fiscal and program management experience.
Before joining the Ramsay Group, LaToya was the Director of Housing Development & Special Initiatives for Harris County in Houston, TX.
Tammy Jackson - Alternate
Senior Project Manager
Experience Summary
Ms. Tammy Jackson joined The Ramsay Group in August of 2022. Ms.
Jackson has over 30 years of experience with the Community Development Block Grant program and HOME Investment Partnership Program. Having served as the Director of Community Development for an entitlement community responsible for over $2 million in annual allocations, she has a proven history of providing affordable housing opportunities and serving the needs of those that are low to moderate income. With her vast experience in administering CDBG and HOME programs, she brings a wealth of knowledge and experience in administering programs, maneuvering through the many related regulations to assist in ensuring compliance while meeting the needs of each community. She is well versed in IDIS, HERO’s, Davis Bacon, and has developed many policies and procedures for the many processes to be followed for the federal programs. It is of utmost importance to her to make a difference in all that she does, personally and professionally, positively impacting those around her.
IV. UNDERSTANDING OF PROJECT
The Ramsay Group will serve as an extension of the City’s staff, bringing new insights, strategies and management that can be used by the City to ensure the successful administration of its CDBG Program. We will ensure exceptional coordination with the City and ensure seamless transfer of information. We will also provide monthly reports on the program’s progress and make staff available for departmental meetings or public presentations. Additionally, the services will include day-to-day support to the City’s Housing and Neighborhood Services Manager as may be requested and/or needed to implement and manage a CDBG Program that is compliant with HUD all Regulations. Services will also include IDIS maintenance/management; preparation of sub-recipient funding agreements and management of the subrecipient interactions to ensure timely and compliant expenditure of funds, invoice processing, and reporting of accomplishments; preparation of Environmental Review Records for all funded activities, preparation of disbursement requests to HUD including assembling necessary documentation; preparation of close-out documents; assistance with public hearings if needed; serving as a resource to City Staff and other City consultants, vendors and contractors to ensure the City complies with Davis-Bacon, Section 3 and other related labor standards, laws and requirements. A special focus will be placed this year on Affirmatively Furthering Fair Housing (AFFH) through the updating of the City’s Analysis of Impediments to Fair Housing Choice and on continuing eligibility to receive CDBG entitlement funding from HUD by developing the City’s next 5 -Year Consolidated Plan (FY2024-2029), and performing other related tasks as assigned.
Education
Marysville High School -
Marysville, MI
September 1978 to May 1981
Skills
• Excellent communication
skills and a team player
• Disaster Recovery
• Grant Writing
• Project Implementation
• Project Management
• Presentation Skills
• Budgeting
• Project Coordination
• Fair Housing regulations
• Strategic Planning
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8 V. PROPOSED SCOPE OF WORK
ADMINISTRATION
The Ramsay Group’s program administration/project implementation shall include, but not be limited to:
conducting HUD/NEPA environmental review(s); coordinating with funding agencies; developing and administering agency contract(s); requesting, tracking and managing program funds in compliance with program guidelines; developing required public record systems; preparing for and assisting with agency audits and site visits; Davis-Bacon and Section 3 compliance and record-keeping; any acquisition or Uniform Relocation Act compliance; any bid/contract grant requirements; technical support on any other requirements or criteria for implementation; developing appropriate agency reports, schedules and certifications; coordinating and conducting any required community and public input meetings; providing agency reports; and developing any annual and closeout agency submissions.
IDIS MAINTENANCE
The Ramsay Group will assist staff in setting up and maintaining CDBG project information on the Integrated Disbursement and Information System (IDIS). IDIS maintenance will occur as requested by City each year, with a minimum of quarterly to update accomplishments and create drawdown vouchers. General technical assistance will be provided as requested. TRG will provide assistance with updates to the IDIS system to ensure all projects include required activity descriptions, locations, and beneficiaries. Tasks will include, but not limited to, the following:
• Activity set- up new and maintenance of activity status • Enter and maintain project/activity accomplishments
• Report generation
• Activity funding as requested by City staff
• Set up draw-down vouchers as requested by City staff
• Create Program Income receipts
• Clean up IDIS information as needed
• Provision of technical assistance to City staff on HUD program administration and reporting requirements
• Monitoring of programs and files for eligibility
• File set-up and closeout
• Application Review and income eligibility determination • Provide sub-recipient monitoring
• Provide staff training as requested
WORK PROPOSAL
Service Delivery: Under general direction from the City, TRG will provide expanded CDBG Comprehensive Grant Administration Services to a level that can be described as comprehensive and day to day management of the program that will be compliant with all Federal regulations, meets all applicable regulations, and results in timely expenditure of CDBG Funds. TRG will also be the intermediary between the City and the U.S. Department of Housing and Urban Development (HUD) which the firm has a 25 year relationship with, subrecipient non-profit agencies that receive funding from the City, and members of the public. TRG will also review invoices, backup expense documentation and accomplishment reports submitted by subrecipients in order to prepare the invoices for payment by the city.
TRG shall, as authorized, undertake the necessary day to day management necessary to ensure that the City complies with all Federal, State and Local regulations and requirements associated with effective implementation, management, and oversight of the City’s CDBG Program. At a minimum, TRG will provide the following activities.
A. General consultation, assistance and/or recommendations to the City’s staff (and its subcontractors/sub-recipients if requested by the city) in matters relating to the administration and execution of its CDBG Program, including project planning, implementation services, and quarterly project activity reporting.
B. Provide assistance with updates to the IDIS system to ensure all projects include required activity descriptions, locations, and beneficiaries.
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9 C. Provide assistance in the preparation of a system of reporting and recordkeeping that includes the quarterly updating of data in the IDIS and the establishment and maintenance of activity records sufficient to demonstrate that each activity meets the regulatory requirements of the CDBG program.
D. Meet as needed with the staff of the City’s Housing and Neighborhood Services Division of the Community Development Department to review program progress and program regulations.
E. Provide assistance in compiling eligibility documentation in accordance with HUD and State regulations for funded projects, including National Objective determinations and assistance with determining the level of environmental review required for each project/activity (which shall include assistance in preparing an Environmental Review Record (ERR).
F. Provide assistance in preparing for the HUD’s monitoring of the City’s CDBG projects if needed.
G. Preparation and Successful Submission of the Consolidated Annual Performance and Evaluation Report (CAPER) year-end report. TRG will submit the CAPER to the HUD within 90 days of the end of the City’s program year as required. The CAPER will be prepared using the eCon Planning Suite and in accordance with CFR Part 91 and related HUD directives titled Consolidated Annual Performance and Evaluation Reporting for Entitlement Grantees. TRG will work directly with HUD, under consultation of the City, to ensure the CAPER is ultimately approved by HUD.
H. Prepare and assist with the implementation of the Annual Action Plan.
I. Assist with the processing of any required Substantial Amendments, administrative amendments or other reprogramming, which shall include performing all necessary accounting, updating of records in IDIS and internal files, and performing the necessary record keeping and reporting.
J. Prepare Environmental Review Record for reach activity as required/needed.
K. Oversee the review and processing of requests for payment (invoices) from subrecipients and/or contracts to ensure consistency with the procedures established by the City and/or HUD for the CDBG Program.
L. Establish electronic and paper project files in the City's office. These files must demonstrate compliance with all applicable State, local, and federal regulations. The project files must be monitored throughout the Programs to ensure that they are complete, and that all necessary documentation is being retained in the City files.
M. With the assistance of the City, help conduct public hearings of the City Council and City Commissions as may be needed or requested by City staff. This includes, but is not limited to, such things as assisting with the preparation and/or publishing of public notices, and/or providing supporting documentation necessary for the preparation of staff reports or other correspondence.
N. Assist in the preparation and/or review of all construction bid documents and provide consultation to City staff and/or its consultants regarding the bidding process in order to ensure compliance with State and federal regulations.
O. Secure the Secretary of Labor's wage decision from the State as may be requested to ensure the correct wage determination is included in the City’s CDBG bid documents, contracts and/or other pertinent documents.
P. As may be needed or requested by the City, assist with the preparation of construction contracts which comply with State and federal regulations. Examples are Conflict of Interest, Access to Records, Copeland Anti-Kickback Act, Safety Standards, Architectural Barriers, Flood Insurance, Clean Air and Water Act (for Contracts over $100,000), HUD Handbook (6500.3), OMB Circular A-102, (Attachment O), Section 3, Section 109, Title VI, Civil Rights Act, EO 11246 (for contracts over $10,000), Section 503, et cetera.
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10 Q. As may be needed or requested by the City, check weekly payrolls to ensure compliance with wage decisions, conduct on-site interviews and compare the results with the appropriate payrolls.
R. As may be needed or requested by the City, monitor construction to ensure compliance with equal opportunity and labor standards provisions.
S. As may be needed or requested by the City, make progress inspections and certify partial payment requests.
T. Attend and assist the City during HUD and State monitoring visit(s). Assist with the preparation of City's response to any monitoring findings.
U. Assist in a final inspection of the project and assist the City in the issuance of a final acceptance of work.
V. Assist with Fair Housing/EEO compliance activities.
W. Assist the City in meeting the HUD and State audit requirements.
X. Prepare close-out documents.
Y. Prepare the City’s Consolidated Plan (FY24-29), and Annual Action Plan FY24/25 as further described in the following section of this proposal.
Z. Prepare the necessary update/edits to the City’s Analysis of Impediments to Fair Housing Choice as necessary to be compliant with Federal and State law. The scope of this work is further described in the following section.
Consolidated Plan and Annual Action Plan
Understanding and Approach (CCCP)
Current. Our Firm will review Palm Desert’s existing housing planning documents (General Plans, Housing Elements, Consolidated Plans, Analysis of Impediments, Specific Plans, etc.) to not only disclose the City’s success in implementing the existing plans but also gain insight on how strategies and programs can be adjusted to achieve greater success. Our Firm will also fully update the socioeconomic and demographic projections, land use and program information to truly understand the current conditions required for long-range planning.
Consistent. As the CP/AP are developed, our Firm will track consistency issues to ensure that the plan matches up with the critical planning policies within the Jurisdictions’ General Plan and Housing Element.
Comprehensive. Our proposal provides a complete update of demographics and a thorough review of the existing programs and resources available to the City. Our Firm will review existing goals, objectives and policies used to assist in the economic and housing improvement of the designated CDBG areas. This includes the development of quantifiable objectives to reach the Jurisdictions’ economic, community and housing goals.
Participatory. The Consolidated Plan/AP and AI can greatly impact the lives of those who live, work and own property in the community. It is vital that the public and service organizations working in the community be effectively involved in the development of each plan if it is to be effectively implemented over time. Our public participation program has been designed to inform and involve the public and service organizations.
To achieve the above objectives, the City of Palm Desert is looking for a Consulting Firm that will serve as an extension to their staff, bringing new insights, strategies, and programs that can be used by the Jurisdictions to ensure the successful development of the mandated plans. For the first 30 days of the project, if necessary, we will coordinate with department staff weekly to ensure seamless transfer of information. We will also provide monthly reports on the program’s progress and make staff available for departmental or Council presentations.
Consolidated Plan/ AAP
In preparing the ConPlan/ AP, TRG will utilize several methods to analyze the housing and community development needs of the City of Palm Desert. Methods will include hosting at minimum two (2) focus groups, surveying community residents and stakeholders, surveying multi-family unit property owners, analyzing U.S. 268
11 Census data and utilizing information in several public planning documents. Along with the Jurisdictions, TRG will host at minimum two (2) community meetings and/ or hearings and meet with organizations as an effort to outreach to and encourage the participation of all residents, particularly low- and moderate-income residents, elderly persons and persons with disabilities. The purpose of the meetings will be to inform the community about the ConPlan/ AP process and to identify opportunities to improve collaborative efforts and eliminate service delivery gaps to develop and sustain decent and affordable housing, suitable living environments and expanded community and economic opportunities. The CP/AP will be completed using the following techniques:
1. The Public Participation Process
TRG will assist the Jurisdictions by hosting several charrette-style community meetings. Meetings will include a presentation provided to residents explaining the CP/AP process and a description of the utilization of HUD funding. TRG will also draft a summary of the citizen participation process detailing comments from the public as well as outreach conducted by TRG to increase public involvement in the development of the CP/AP.
2. Housing and Homeless Needs Assessment
In addition to projecting the Jurisdiction’s housing needs for the next five years, TRG will estimate the number and types of families that require housing assistance. The team will evaluate families that are anywhere between very low to middle income, owners, renters, the elderly, single and large families, the disabled, and families affected by HIV and AIDS. The TRG team will also report on the extent and characteristics of homelessness in the Jurisdictions target areas, taking an inventory of available facilities, services, public and assisted housing.
TRG will utilize several different data tools to conduct the housing and homeless needs assessment including, but not limited to- U.S. Census, Claritas, Continuum of Care and Realtor’s Associations.
3. Housing Market Analysis
The team will detail the nature of the Jurisdiction’s housing market highlighting supply, demand, the cost of housing for the disabled and those families affected by HIV and AIDS. In addition, TRG will research the availability of residential housing and services for individuals and families with special needs. The housing market analysis will also identify the challenges to increasing affordable housing and provide a strategy to increase affordable housing opportunities and decrease the number of residents inhabiting housing with lead-based paint hazards.
• Provide the jurisdictions
• with both primary and
secondary research data for all
HUD required populations
under section 91.205 and
section 91.210.
•Fill out all required tables
utilizing the ConPlan E Suite.
•Summarize the priorities
and specific objectives and
describe how funds will be
made available to address
identified needs.
•Identify proposed accomplishments
and outcomes the city will achieve
in quantitative terms over a
specified period of time.
•Host community meetings.
•Circulate one community
survey.
•Co-host public hearing.
•Host focus groups with public/private
housing, social services and child
welfare agencies to consult with them
regarding the consolidated plan.
•Contact state and county agencies
regarding lead-based paint.
•Host an interdepartmental
meeting with department
heads.
Manage
Consultation
Process
Develop and
Implement
Citizen
Participation
Research and
Prepare
Housing and
Needs
Assessment/
Market Analysis
Develop the FiveYear Strategic
Plan/ Annual
Action Plan
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12 4. Community and Economic Development Needs Assessment TRG will assist Jurisdictions to create a strategy that will provide for new and/or improved existing services, facilities, infrastructure and economic opportunities for targeted income households and CDBG areas. In addition, the assessment will have a balanced combination of infrastructure projects, business incentive programs and job educational services that could significantly benefit the local target groups.
5. Non-Homeless Special Needs Assessment
Non-homeless special needs refer to the needs of population subgroups that have been identified by HUD as more commonly in need of housing assistance than the general population. These groups include the elderly and frail elderly, persons with disabilities, persons with HIV/AIDS, persons with alcohol or drug addictions, victims of domestic violence and any unique subgroups within the City of Palm Desert . TRG will identify the nature and extent of the needs of these subpopulations, as well as strategies being implemented to address these needs.
6. Strategic Plan
Through the strategic plan, TRG will advise the Jurisdictions on where best to invest resources. This will include identifying key priorities and needs in a table, summarizing those priorities, setting clear objectives for each priority in the form of “accomplishments” and “outcomes” and explaining how funds will be allocated. The team will detail barriers to meeting the needs of underserved constituents and will detail the logic behind each priority assignment. The team will also include a Priority Homeless Needs table and strategy that will address the high priority needs of the special needs population and a strategy to address those. In this plan, our team will describe specific goals and policies aimed toward reducing the number of families living in poverty and how these efforts will be carried out.
7. Action Plan
The Action Plan assembled by the TRG team will include a description of federal state and local resources available to help augment both housing and non-housing development strategies assembled to address priorities and needs. The plan will outline measures taken to prioritize needs and identify the distribution of assistance throughout the Jurisdictions. This inventory will also include an outline of measures being taken to address homelessness and the special needs constituency. These details will be included in efforts to increase affordable housing, decrease poverty and reduce the occurrence of and constituents living in residences with lead-based paint hazards. In addition, the Action Plan will detail program specific- requirements for the American Recovery and Reinvestment Act’s programs, CDBG programs and associated HUD programs .
8. Certifications
The TRG team will work closely with staff to ensure all required certifications are included.
9. Monitoring
The CP/AP will detail the measures that will be taken to ensure plan programs are being executed correctly and in compliance with program requirements.
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13 Analysis of Impediments
TRG will institute a four-stage approach to complete the analysis. Each stage is cyclical and interdependent to ensure an analysis that adequately address and recommend resolution to Fair Housing issues. The first stage allows TRG to engage the City’s staff responsible for implementing Fair Housing policies as well as principle stakeholders, both internally and externally. Stage two is designed to exceed HUD requirement for public participation. Community meetings, surveys and a Web-based system that provides and receives project information will be established. Stage three begins a broad and exhaustive review of all Public Policy and private practices that may affect, positive or negative, fair housing choice for residents. TRG will use the final stage to develop a comprehensive and HUD certifiable Analysis of Impediments to Fair Housing Choice. All stages will be adequately represented and relied on in finalizing the fair housing policy document.
Our Firm will prepare a written analysis of collected data to update the status of the private and public-sector impediments to Fair Housing. We will accomplish this by completing the following tasks:
Task 1: Consultation Process
TRG will meet with the City of Palm Desert staff to refine scope of work and project deliverables. We will also work with the City of Palm Desert by hosting focus groups and interviews with internal and external departments and agencies. Meetings will include a presentation explaining the AI process and document; retrieval of information relevant to organizations’ experience/ issues with fair housing within the City of Palm Desert and recommendations relating to future fair housing policy.
Task 2: Review public policies and administrative actions that may inhibit or restrict fair housing choice.
TRG will review public policies that restrict housing and community development resources to areas of minority concentration or inhibit the employment of minority persons and indivduals with disabilities. Review planning, • Provide Jurisdications with both
primary and secondary research
data for all HUD required
populations under section,
91.205.
•Provide city with both primary
and secondary research data for
Section 91.210.
•Home Mortgage Disposition Data
and other market databases
• .
•Summarize all researched
and identified impediments.
•Recommend appropriate actions
for all impediments identified and
that such remedies will be made
part of the Jurisdications' ongoing fair housing activities. •Co-host community meetings
•Circulate one community survey.
•Co-host at least one public hearing
during comment period .
•Particpate in "Kick off Meeting" with
Jurisdictions' Staff
• Host focus groups with housing, social
services, and other agencies to consult
regarding the AI.
•Contact state and local fair housing
agencies regarding fair housing data.
•Interdepartmental meetings with
planning, community
development and transit
Manage
Consultation
Process
Stakeholder
Engagement
Research and
Prepare, Public
Policy, Community
Analysis and
Private Market
Analysis
Develop Analysis of
Impediments
Document
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14 financing, and administrative actions relating to public transportation and social services that may inhibit or constrain affordable housing opportunities for persons with disabilities.
Task 3: Review public transportation issues and their impact on fair housing choice.
TRG will provide information on how public transportation, or lack thereof, impacts low- to moderate-income tenants in their search for employment. Determine whether public transportation creates an impediment to fair housing choice, and if so, how.
Task 4: Review lending and insurance practices and policies for impediments to fair housing.
TRG will contact organization with HMDA data and other relevant information for the City of Palm Desert, prepare a written analysis based on collected data to determine the existence, if any, of discriminatory mortgage lending and mortgage insuring patterns, practices, and disclosures, which impede housing choice.
Based on the written analysis, our Firm will provide a list of optional actions which might be implemented by the City of Palm Desert or other organization to overcome the impediments, if any, to housing choice regarding lending and insurance practices.
Our Firm will contact mortgage lending and insuring institutions to determine the following: (1) whether lenders and insurers have policies, procedures, on monitoring practices for possible differential treatment of applicants for home mortgage loans, home insurance or home improvement loans; (2) whether lending personnel and private insuring staff are fully trained regarding federal fair housing law as well as institutional policies regarding federal fair housing law; (3) whether lending institutions aggressively market the availability of mortgage and home improvement loans in low-income and minority neighborhoods. Conclusion: summary to include highlights, findings, and recommendations.
Task 5: Review existence of group homes and supported living facilities.
TRG will contact public and private entities to obtain information, codes and ordinances regarding the maintaining of group homes and supported living facilities.
Our Firm will prepare a written analysis of collected data to determine the effects, if any, of building occupancy, health and safety codes as well as planning and zoning board decisions on housing choice for disabled individuals and housing providers. Based on the written analysis, our Firm will provide a list of optional actions which might be implemented by the City of Palm Desert and other organizations to overcome the impediments to housing choice, including Not in My Back Yard (NIMBY) attitudes, regarding group homes and supported living facilities.
Task 6: Review patterns of occupancy in public housing and Section 8 programs.
TRG will contact the Riverside County Housing Authority and other organizations with relevant information on public housing and Section 8 programs.
Our Firm will prepare a written analysis of collected data to determine the following: (1) the tenant application, selection, and assignment policies of publicly assisted housing providers; (2) patterns, if any, in publicly assisted housing developments regarding concentrations and exclusion of race, ethnicity, disability, and familial status; (3) whether policies of the local public housing authority are consistent with the requirements of federal, state, and local law as well as HUD regulations and guidelines; (4) whether a HUD assisted or HUD insured housing provider has been found in non-compliance with one or more civil rights laws or regulations and initiated corrective actions; (5) whether clear information concerning housing rights is disseminated to all participants of assisted housing programs.
TRG will prepare a list of optional actions which might be implemented by the City; HUD assisted housing providers, and other organizations to overcome the impediments to fair housing, if any, regarding public housing and Section 8 programs.
Task 7: Review public sector policies, codes, ordinances and practices for general impediments to fair housing.
TRG will contact public and private entities to obtain information, codes, ordinances, existing studies, plans, and other policies that relate to fair housing, access to housing, or other housing problems to determine appropriateness and relevance of data for identifying impediments to fair housing choice.
Our Firm will also prepare a written analysis of local information, codes, ordinances, existing studies, plans, and 272
15 policies to determine the efforts, if any, of policies that relate to fair housing, access to housing, or other housing problems to determine appropriateness and relevance of data for identifying impediments to housing choice.
Task 8: Prepare a draft and final Section 3 containing relevant data, analysis and conclusions regarding impediments to housing choice.
PUBLIC PARTICIPATION AND PUBLIC CONSULTATION PROGRAM
Our philosophy that the best planning and community development strategies are generated from the outside in. Unlike many of our competitors, we place equal emphasis on external evaluation – engaging the entire community in a planning process. This will occur through our hands-on approach – collecting public input at every step of the process, through interviews, and electronic mediums that provides access to information and an avenue for communication.
This process serves several purposes. First, it builds critical public buy-in to the project and its resulting strategy. Second, it will provide qualitative and quantitative information that will be used to sculpt the study and analysis. Finally, these sessions will be utilized to weigh community opinion on goals and objectives, vision and mission statement. Our public participation and public consultation program follow a three-prong approach:
• One-to-One Interviews
A list of relevant stakeholders will be identified during our initial meeting with City staff to serve as our roster for interviews. We will work with City Staff to identify which stakeholders should be personally interviewed.
The list of interviewees can be expanded based on input received during the first round of interviews. The project team anticipates conducting up to 10 interviews in the course of the project. • Community Meetings
As stated earlier, TRG will assist the Jurisdiction by hosting several charrette-style community meetings.
Meetings will include a presentation provided to residents explaining the CP/AP and AI process and a description of the utilization of HUD funding. TRG will also draft a summary of the citizen participation process detailing comments from the public as well as outreach conducted by TRG to increase public involvement in the development of the CP/AP.
• Survey
TRG will develop an online survey that will be posted on the project Web site. TRG utilizes a Web-based survey system that allows for time-efficient collection of surveys as they are completed online. The City may also choose to send out hard copies of the survey or information flyers/brochures to its population (through the mail, the utility bill, or at public facilities) in order to boost participation.
The survey opens the input process to all residents and service organizations and will allow us to expand the reach of both plans. For a City the size of Palm Desert, we expect to receive between 100 and 500 responses.
The content of the survey will be customized based on the results of previous studies, our own preliminary research, and first meeting with City Staff. The survey will stay online for approximately eight weeks. The summary report will be included within the Appendix of both studies.
Social Media
Most jurisdictions the size of Palm Desert have thousands of social media followers. Therefore, using social media platforms is a great way to make citizens aware of the importance of the ConPlan / AI and encourage participation in community meetings, online surveys, and other ConPlan /AI activities. 273
16 VI. PROJECT COST
TRGs Hourly rate for all staff and activities $_____95___
LUMP SUM ANNUAL RATE
(do not exceed annually). $___45,600___
Annual rare is based on an average of 10
hours a week (40 hours a month) over a
12-month contract period.
MONTHLY RETAINER $___3,800___
Comprehensive CDBG consulting service will be provided based on the above rate and undertaken for the above activities and any additional activities not covered with the proposal. Out-of-pocket incidental costs, such as mailings, use of databases, telephone, printing, parking, are inclusive in the price proposal. 274
Contract No. ___________
1 Revised 01-2024
BBK 72500.00001\32374915.1
CITY OF PALM DESERT
PROFESSIONAL SERVICES AGREEMENT
1. Parties and Date. This Agreement is made and entered into this 13th day of June, 2024, by and between the City of Palm Desert, a municipal corporation organized under the laws of the State of California with its principal place of business at 73-510 Fred Waring Drive, Palm Desert, California 92260-2578 (“City”) and The Ramsay Group, a Limited Liability Company, with its principal place of business at 23630 Clover Trail, Calabasas, California. 91302 ("Vendor"). The City and Vendor are sometimes individually referred to herein as "Party" and collectively as "Parties."
2. Recitals.
2.1 Project.
The City is a public agency of the State of California and is in need of professional services for the following project:
Community Development Block Grant Program Administrator (hereinafter referred to as “the Project”).
2.2 Consultant.
Consultant desires to perform and assume responsibility for the provision of certain professional services required by the City on the terms and conditions set forth in this Agreement.
Consultant is duly licensed and has the necessary qualifications to provide such services.
3. Terms.
3.1 Scope of Services and Term.
3.1.1 General Scope of Services. Consultant promises and agrees to furnish to the City all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately supply the services necessary for the Project ("Services"). The Services are more particularly described in Exhibit "A" attached hereto and incorporated herein by reference. All Services shall be subject to, and performed in accordance with, this Agreement, the exhibits attached hereto and incorporated herein by reference, and all applicable local, state and federal laws, rules and regulations. Additionally, Consultant shall comply with all Federal requirements applicable to the Services as set forth in Exhibit “A-I” and attached hereto and incorporated herein by reference (“Federal Requirements”). With respect to any conflict between such Federal Requirements and the terms of this Agreement and/or the provisions of state law, the more stringent requirement shall control.
3.1.2 Term. The term of this Agreement shall be from July 1, 2024, to June 30, 2025, unless earlier terminated as provided herein. The City shall have the unilateral option, at its sole discretion, to renew this Agreement automatically for no more than 2 additional one-year terms. Contractor shall complete the Services within the term of this Agreement and shall meet any other established schedules and deadlines.
3.2 Responsibilities of Consultant.
3.2.1 Independent Contractor; Control and Payment of Subordinates. The Services shall be performed by Consultant or under its supervision. Consultant will determine the means, methods, and details of performing the Services subject to the requirements of this 275
Contract No. ___________
2 Revised 01-2024
BBK 72500.00001\32374915.1
Agreement. City retains Consultant on an independent contractor basis and not as an employee.
Any personnel performing the Services shall not be employees of City and shall at all times be under Consultant's exclusive direction and control. Neither City, or any of its officials, officers, directors, employees, or agents shall have control over the conduct of Consultant or any of Consultants officers, employees or agents, except as set forth in this Agreement. Consultant shall pay all wages, salaries, and other amounts due such personnel in connection with their performance of Services under this Agreement and as required by law. Consultant shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers' compensation insurance.
3.2.2 Schedule of Services. Consultant shall perform the Services in a prompt and timely manner in accordance with the Schedule of Services set forth in Exhibit "B" attached hereto and incorporated herein by reference. Consultant represents that it has the professional and technical personnel required to perform the Services expeditiously. Upon request of City, Consultant shall provide a more detailed schedule of anticipated performance to meet the Schedule of Services.
3.2.3 Conformance to Applicable Requirements. All work prepared by Consultant shall be subject to the approval of City.
3.2.4 Substitution of Key Personnel. Consultant has represented to City that certain key personnel will perform and coordinate the Services. Should one or more of such personnel become unavailable, Consultant may substitute other personnel of at least equal competence upon written approval of City. In the event that City and Consultant cannot agree as to the substitution of key personnel, City shall be entitled to terminate this Agreement for cause.
The key personnel for performance of this Agreement are as follows: Darrell Stamps, Managing Partner.
3.2.5 City's Representative. The City hereby designates Joe Barron, Sr.
Contracts and Grants Analyst, or his/her designee, to act as its representative in all matters pertaining to the administration and performance of this Agreement ("City's Representative").
City's Representative shall have the power to act on behalf of the City for review and approval of all products submitted by Consultant but not the authority to enlarge the scope of Services or change the total compensation due to Consultant under this Agreement. The City Manager shall be authorized to act on City's behalf and to execute all necessary documents which enlarge the scope of services or change the Consultant's total compensation subject to the provisions contained in Section 3.3 of this Agreement. Consultant shall not accept direction or orders from any person other than the City Manager, City's Representative or his/her designee.
3.2.6 Consultant's Representative. Consultant hereby designates Darrell Stamps, Managing Partner, or his/her designee, to act as its representative for the performance of this Agreement ("Consultant's Representative"). Consultant's Representative shall have full authority to represent and act on behalf of the Consultant for all purposes under this Agreement.
The Consultant's Representative shall supervise and direct the Services, using his/her best skill and attention, and shall be responsible for all means, methods, techniques, sequences, and procedures and for the satisfactory coordination of all portions of the Services under this Agreement.
3.2.7 Coordination of Services. Consultant agrees to work closely with City staff 276
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in the performance of Services and shall be available to City's staff, consultants, and other staff at all reasonable times.
3.2.8 Standard of Care; Performance of Employees. Consultant shall perform all Services under this Agreement in a skillful and competent manner, consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Consultant represents and maintains that it is skilled in the professional calling necessary to perform the Services. Consultant warrants that all employees and subconsultants shall have sufficient skill and experience to perform the Services assigned to them. Consultant represents that it, its employees and subconsultants have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Services, and that such licenses and approvals shall be maintained throughout the term of this Agreement. Consultant shall perform, at its own cost and expense and without reimbursement from the City, any services necessary to correct errors or omissions which are caused by the Consultant's failure to comply with the standard of care provided herein. Any employee of the Consultant or its sub-consultants who is determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project, a threat to the safety of persons or property, or any employee who fails or refuses to perform the Services in a manner acceptable to the City, shall be promptly removed from the Project by the Consultant and shall not be re-employed to perform any of the Services or to work on the Project.
3.2.9 Period of Performance. Consultant shall perform and complete all Services under this Agreement within the term set forth in Section 3.1.2 above (“Performance Time”).
Consultant shall also perform the Services in strict accordance with any completion schedule or Project milestones described in Exhibits “A” or “B” attached hereto, or which may be separately agreed upon in writing by the City and Consultant (“Performance Milestones”). Consultant agrees that if the Services are not completed within the aforementioned Performance Time and/or pursuant to any such Performance Milestones developed pursuant to provisions of this Agreement, it is understood, acknowledged and agreed that the City will suffer damage.
Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the non-performing Party. For purposes of this Agreement, such circumstances include a Force Majeure Event. A Force Majeure Event shall mean an event that materially affects a Party’s performance and is one or more of the following: (1) Acts of God or other natural disasters; (2) terrorism or other acts of a public enemy; (3) orders of governmental authorities (including, without limitation, unreasonable and unforeseeable delay in the issuance of permits or approvals by governmental authorities that are required for the services); (4) strikes and other organized labor action occurring at the site and the effects thereof on the services, only to the extent such strikes and other organized labor action are beyond the control of Consultant and its subcontractors, and to the extent the effects thereof cannot be avoided by use of replacement workers; and (5) pandemics, epidemics or quarantine restrictions. For purposes of this section, “orders of governmental authorities,” includes ordinances, emergency proclamations and orders, rules to protect the public health, welfare and safety, and other actions of a public agency applicable to the services and Agreement.
Should a Force Majeure Event occur, the non-performing Party shall, within a reasonable time of being prevented from performing, give written notice to the other Party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement. Force Majeure Events and/or delays, regardless of the Party responsible for the delay, shall not entitle Consultant to any additional compensation. 277
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Notwithstanding the foregoing in this section, the City may still terminate this Agreement in accordance with the termination provisions of this Agreement.
3.2.10 Laws and Regulations; Employee/Labor Certification. Consultant shall keep itself fully informed of and in compliance with all local, state and federal laws, rules and regulations in any manner affecting the performance of the Project or the Services and shall give all notices required by law. Consultant shall be liable for all violations of such laws and regulations in connection with the Services and this Agreement. All violations of such laws and regulations shall be grounds for the City to terminate the Agreement for cause.
3.2.10.1 Employment Eligibility; Consultant. Consultant certifies that it fully complies with all requirements and restrictions of state and federal law respecting the employment of undocumented aliens, including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to time and shall require all subconsultants and sub-subconsultants to comply with the same. Consultant certifies that it has not committed a violation of any such law within the five (5) years immediately preceding the date of execution of this Agreement and shall not violate any such law at any time during the term of the Agreement.
3.2.10.2 Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer, and it shall not discriminate against any subconsultant, employee or applicant for employment because of race, religion, color, national origin, physical disability, ancestry, sex, age, marital status, gender, gender identity, gender expression, sexual orientation, reproductive health decision making, veteran or military status, or any other consideration made unlawful by federal, state, or local laws. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. Consultant shall also comply with all relevant provisions of City's Minority Business Enterprise program, Affirmative Action Plan or other related programs or guidelines currently in effect or hereinafter enacted.
3.2.10.3 Safety. Consultant shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out its Services, the Consultant 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.
3.2.11 Insurance.
3.2.11.1 Minimum Requirements. Without limiting Consultant’s indemnification of City, and prior to commencement of the Services, Consultant shall obtain, provide, and maintain at its own expense during the term of this Agreement, policies of insurance of the type and amounts described below and in a form that is satisfactory to City. (A) General Liability Insurance. Consultant shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted.
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(B) Automobile Liability Insurance. Consultant shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with Work to be performed under this Agreement, including coverage for any owned, hired, nonowned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident. The City’s Risk Manger may modify this requirement if it is determined that Consultant will not be utilizing a vehicle in the performance of his/her duties under this Agreement. (C) Professional Liability (Errors & Omissions) Insurance.
Consultant shall maintain professional liability insurance that covers the Services to be performed in connection with this Agreement, in the minimum amount of $1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this Agreement and Consultant agrees to maintain continuous coverage through a period no less than three years after completion of the Services required by this Agreement. (D) Workers’ Compensation Insurance. Consultant shall
maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000). Consultant shall submit to City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of the City, its officers, agents, employees, volunteers, and representatives.
(E) Umbrella or Excess Liability Insurance. Consultant may opt to utilize umbrella or excess liability insurance in meeting insurance requirements. In such circumstances, Consultant shall obtain and maintain an umbrella or excess liability insurance policy with limits that will provide bodily injury, personal injury and property damage liability coverage at least as broad as the primary coverages set forth above, including commercial general liability and employer’s liability. Such policy or policies shall include the following terms and conditions:
(1) A drop-down feature requiring the policy to respond if any primary insurance that would otherwise have
applied proves to be uncollectible in whole or in part for any reason;
(2) Pay on behalf of wording as opposed to reimbursement; (3) Concurrency of effective dates with primary policies; and (4) Policies shall “follow form” to the underlying primary policies.
(5) Insureds under primary policies shall also be insureds under the umbrella or excess policies.
If coverage is maintained on a claims-made basis, Consultant shall maintain such coverage for an additional period of three (3) years following termination of the Agreement.
3.2.11.2 Other Provisions or Requirements.
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(A) Proof of Insurance. Consultant shall provide certificates of insurance to City as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers’ compensation. Insurance certificates and endorsements must be approved by City’s Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with City at all times during the term of this Agreement. City reserves the right to require complete, certified copies of all required insurance policies, at any time.
(B) Duration of Coverage. Consultant shall procure and
maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the Services hereunder by Consultant, his/her agents, representatives, employees or subconsultants. (C) Primary/Non-Contributing. Coverage provided by
Consultant shall be primary and any insurance or self-insurance procured or maintained by City shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of City before the City’s own insurance or selfinsurance shall be called upon to protect it as a named insured. (D) City’s Rights of Enforcement. In the event any policy of insurance required under this Agreement does not comply with these specifications, or is canceled and not replaced, City has the right, but not the duty, to obtain the insurance it deems necessary, and any premium paid by City will be promptly reimbursed by Consultant, or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may terminate this Agreement.
(E) Acceptable Insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by the City’s Risk Manager.
(F) Waiver of Subrogation. All insurance coverage maintained or procured pursuant to this agreement shall be endorsed to waive subrogation against the City, its elected or appointed officers, agents, officials, employees, volunteers, and representatives or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against the City, its elected or appointed officers, agents, officials, employees, volunteers and representatives and shall require similar written express waivers and insurance clauses from each of its subconsultants.
(G) Enforcement of Contract Provisions (non estoppel).
Consultant acknowledges and agrees that any actual or alleged failure on the part of the City to inform Consultant of non-compliance with any requirement imposes no additional obligations on the City nor does it waive any rights hereunder.
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(H) Requirements Not Limiting. Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance.
Specific reference to a 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 all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the Consultant maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. (I) Notice of Cancellation. Consultant agrees to oblige its insurance agent or broker and insurers to provide City with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage.
(J) Additional Insured Status. General liability, automobile liability, and if applicable, pollution liability and cyber liability, policies shall provide or be endorsed to provide that the City and its officers, officials, employees, agents, volunteers and representatives shall be additional insureds with regard to liability and defense of suits or claims arising out of the performance of the Agreement, under such policies. This provision shall also apply to any excess/umbrella liability policies.
(K) Prohibition of Undisclosed Coverage Limitations. 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.
(L) Separation of Insureds. A severability of interests provision must apply for all additional insureds ensuring that Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the insurer’s limits of liability. The policy(ies) shall not contain any cross-liability exclusions. (M) Pass Through Clause. Consultant agrees to ensure that its subconsultants, subcontractors, and any other party involved with the Project who is brought onto or involved in the Project by Consultant, provide the same minimum insurance coverage and endorsements required of Consultant. Consultant 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. Consultant agrees that upon request, all agreements with subconsultants, subcontractors, and others engaged in the Project will be submitted to City for review.
(N) City’s Right to Revise Specifications. The City and the City’s Risk Manager reserve the right at any time during the term of the Agreement to change the amounts and types of insurance required by giving the Consultant ninety (90) days advance written notice of such change. If such change results in additional cost to the Consultant, the City and Consultant may renegotiate Consultant’s compensation. If the City reduces the insurance requirements, the change shall go into effect immediately and require no advanced written notice. (O) Self-Insured Retentions. Any self-insured retentions must be declared to and approved by City. City reserves the right to require that self-insured retentions 281
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be eliminated, lowered, or replaced by a deductible. Self-insurance will not be considered to comply with these specifications unless approved by City. (P) Timely Notice of Claims. Consultant shall give City prompt and timely notice of claims made or suits instituted that arise out of or result from Consultant’s performance under this Agreement, and that involve or may involve coverage under any of the required liability policies.
(Q) Additional Insurance. Consultant shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the Services.
3.2.12 Water Quality Management and Compliance. Consultant shall keep itself and all subcontractors, staff, and employees fully informed of and in compliance with all local, state and federal laws, rules and regulations that may impact, or be implicated by the performance of the Services including, without limitation, all applicable provisions of the City’s ordinances regulating water quality and storm water; the Federal Water Pollution Control Act (33 U.S.C. § 1251, et seq.); the California Porter-Cologne Water Quality Control Act (Water Code § 13000 et seq.); and any and all regulations, policies, or permits issued pursuant to any such authority.
Consultant must comply with the lawful requirements of the City, and any other municipality, drainage district, or other local agency with jurisdiction over the location where the Services are to be conducted, regulating water quality and storm water discharges. Failure to comply with laws, regulations, and ordinances listed in this Section is a violation of federal and state law. Consultant warrants that all employees and subcontractors shall have sufficient skill and experience to perform the work assigned to them without impacting water quality in violation of the laws, regulations, and policies of this Section.
3.3 Fees and Payments.
3.3.1 Compensation. Contractor shall receive compensation, including authorized reimbursements, for all Services rendered under this Agreement at the rates set forth in Exhibit “C” attached hereto and incorporated herein by reference. The total compensation shall not exceed FORTY-FIVE THOUSAND SIX HUNDRED DOLLARS AND NO CENTS ($45,600.00) without written approval of the City Council or City Manager, as applicable.
3.3.2 Payment of Compensation. Consultant shall submit to City monthly invoices which provide a detailed description of the Services and hours rendered by Consultant.
City shall, within 30 days of receiving such invoice, review the invoice and pay all non-disputed and approved charges. If the City disputes any of Consultant's fees, the City shall give written notice to Consultant within thirty (30) days of receipt of an invoice of any disputed fees set forth therein. Consultant shall submit its final invoice to City within thirty (30) days from the last date of provided Services or termination of this Agreement and failure by the Consultant to submit a timely invoice may constitute a waiver of its right to final payment. Payment shall not constitute acceptance of any Services completed by Consultant. The making of final payment shall not constitute a waiver of any claims by the City for any reason whatsoever.
3.3.3 Reimbursement for Expenses. Consultant shall not be reimbursed for any expenses unless authorized in writing by City or included in Exhibit "C" of this Agreement.
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request that Consultant perform Extra Work. As used herein, "Extra Work" means any work which is determined by City to be necessary for the proper completion of the Project, but which the Parties did not reasonably anticipate would be necessary at the execution of this Agreement.
Consultant shall not perform, nor be compensated for, Extra Work without written authorization from the City.
3.4 Labor Code Requirements.
3.4.1 Prevailing Wages. Consultant is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), 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, Consultant agrees to fully comply with such Prevailing Wage Laws. City shall provide Consultant with a copy of the prevailing rates of per diem wages in effect at the commencement of this Agreement. Consultant 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 the Consultant's principal place of business and at the project site. It is the intent of the parties to effectuate the requirements of sections 1771, 1774, 1775, 1776, 1777.5, 1813, and 1815 of the Labor Code within this Agreement, and Consultant shall therefore comply with such Labor Code sections to the fullest extent required by law. Consultant shall defend, indemnify, and hold the City, its officials, officers, employees, agents, volunteers and representatives, free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
3.4.2 Registration/DIR Compliance. If the Services are being performed on a public works project of over $25,000 when the project is for construction, alteration, demolition, installation, or repair work, or a public works project of over $15,000 when the project is for maintenance work, in addition to the foregoing, then pursuant to Labor Code sections 1725.5 and 1771.1, the Consultant and all subconsultants must be registered with the Department of Industrial Relations (“DIR”). Consultant shall maintain registration for the duration of the Project and require the same of any subconsultants. This Project may also be subject to compliance monitoring and enforcement by the DIR. It shall be Consultant’s sole responsibility to comply with all applicable registration and labor compliance requirements, including the submission of payroll records directly to the DIR. Any stop orders issued by the DIR against Consultant or any subconsultant that affect Consultant’s performance of Services, including any delay, shall be Consultant’s sole responsibility. Any delay arising out of or resulting from such stop orders shall be considered Consultant caused delay and shall not be compensable by the City. Consultant shall defend, indemnify, and hold the City, its officials, officers, employees, agents, volunteers and representatives free and harmless from any claim or liability arising out of stop orders issued by the DIR against Consultant or any subconsultant.
3.4.3 Labor Certification. By its signature hereunder, Consultant certifies that it is aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions of that Code and agrees to comply with such provisions before commencing the performance of the Services.
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3.5 Accounting Records.
3.5.1 Maintenance and Inspection. Consultant shall maintain complete and accurate records with respect to all costs and expenses incurred under this Agreement. All such records shall be clearly identifiable. Consultant shall allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement.
3.6 General Provisions.
3.6.1 Termination of Agreement.
3.6.1.1 Grounds for Termination. City may, by written notice to Consultant, terminate the whole or any part of this Agreement at any time and without cause by giving written notice to Consultant of such termination, and specifying the effective date thereof, at least seven (7) days before the effective date of such termination. Upon termination, Consultant shall be compensated only for those Services which have been adequately rendered to City, and Consultant shall be entitled to no further compensation. Consultant may not terminate this Agreement except for cause. The rights and remedies of the City provided in this section shall not be exclusive and are in addition to any other rights and remedies provided by law, equity or under this Agreement.
3.6.1.2 Effect of Termination. If this Agreement is terminated as provided herein, City may require Consultant to provide all finished or unfinished Documents and Data and other information of any kind prepared by Consultant in connection with the performance of Services under this Agreement. Consultant shall be required to provide such document and other information within fifteen (15) days of the request.
3.6.1.3 Early Termination. Notwithstanding any provision herein to the contrary, if for any fiscal year of this Agreement the City Council fails to appropriate or allocate funds for future payment under the Agreement after exercising reasonable efforts to do so, the City may upon seven (7) days’ written notice, order work on the Project to cease. Upon termination, Consultant shall be compensated only for those Services which have been adequately rendered to City, and Consultant shall be entitled to no further compensation.
3.6.1.4 Additional Services. In the event this Agreement is terminated in whole or in part as provided herein, City may procure, upon such terms and in such manner as it may determine appropriate, services similar to those terminated.
3.6.2 Delivery of Notices. All notices permitted or required under this Agreement shall be given to the respective parties at the following address, or at such other address as the respective parties may provide in writing for this purpose:
Consultant: The Ramsay Group
23630 Clover Trail
Calabasas, CA. 91302
ATTN: Darrell Stamps, Managing Partner
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City: City of Palm Desert
73-510 Fred Waring Drive
Palm Desert, CA 92260-2578
ATTN: Joe Barron, Sr. Contracts and Grants Analyst
Such notice shall be deemed made when personally delivered or when mailed, forty-eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the party at its applicable address. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service.
3.6.3 Ownership of Materials and Confidentiality.
3.6.3.1 Documents & Data; 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, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data"). All Documents & Data shall be and remain the property of City and shall not be used in whole or in substantial part by Consultant on other projects without the City’s express written permission. Within thirty (30) days following the completion, suspension, abandonment or termination of this Agreement, Consultant shall provide to City reproducible copies of all Documents & Data, in a form and amount required by City. City reserves the right to select the method of document reproduction and to establish where the reproduction will be accomplished. The reproduction expense shall be borne by City at the actual cost of duplication. In the event of a dispute regarding the amount of compensation to which the Consultant is entitled under the termination provisions of this Agreement, Consultant shall provide all Documents & Data to City upon payment of the undisputed amount. Consultant shall have no right to retain or fail to provide to City any such documents pending resolution of the dispute. In addition, Consultant shall retain copies of all Documents & Data on file for a minimum of fifteen (15) years following completion of the Project and shall make copies available to City upon the payment of actual reasonable duplication costs. Before destroying the Documents & Data following this retention period, Consultant shall make a reasonable effort to notify City and provide City with the opportunity to obtain the documents.
3.6.3.2 Subconsultants. Consultant shall require all subconsultants to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subconsultant prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were prepared by professionals other than Consultant or its subconsultants, or those provided to Consultant by the City.
3.6.3.3 Right to Use. City shall not be limited in any way in its use or reuse of the Documents and Data or any part of them at any time for purposes of this Project or another project, provided that any such use not within the purposes intended by this Agreement or on a project other than this Project without employing the services of Consultant shall be at City’s sole risk. If City uses or reuses the Documents & Data on any project other than this Project, it shall remove the Consultant’s seal from the Documents & Data and indemnify and hold harmless Consultant and its officers, directors, agents, and employees from claims arising out of the 285
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negligent use or re-use of the Documents & Data on such other project. Consultant shall be responsible and liable for its Documents & Data, pursuant to the terms of this Agreement, only with respect to the condition of the Documents & Data at the time they are provided to the City upon completion, suspension, abandonment, or termination. Consultant shall not be responsible or liable for any revisions to the Documents & Data made by any party other than Consultant, a party for whom the Consultant is legally responsible or liable, or anyone approved by the Consultant.
3.6.3.4 Indemnification – Documents and Data. Consultant shall defend, indemnify and hold the City, its directors, officials, officers, employees, volunteers, agents and representatives free and harmless, pursuant to the indemnification provisions of this Agreement, for any alleged infringement of any patent, copyright, trade secret, trade name, trademark, or any other proprietary right of any person or entity in consequence of the use on the Project by City of the Documents & Data, including any method, process, product, or concept specified or depicted.
3.6.3.5 Confidentiality. All ideas, memoranda, specifications, plans, procedures, drawings, descriptions, computer program data, input record data, written information, and other Documents & Data either created by or provided to Consultant in connection with the performance of this Agreement shall be held confidential by Consultant. Such materials shall not, without the prior written consent of City, be used by Consultant for any purposes other than the performance of the Services. Nor shall such materials be disclosed to any person or entity not connected with the performance of the Services or the Project. Nothing furnished to Consultant which is otherwise known to Consultant or is generally known, or has become known, to the related industry shall be deemed confidential. Consultant shall not use City's name or insignia, photographs of the Project, or any publicity pertaining to the Services or the Project in any magazine, trade paper, newspaper, television or radio production or other similar medium without the prior written consent of City.
3.6.3.6 Confidential Information. The City shall refrain from releasing Consultant’s proprietary information ("Proprietary Information") unless the City's legal counsel determines that the release of the Proprietary Information is required by the California Public Records Act or other applicable state or federal law, or order of a court of competent jurisdiction, in which case the City shall notify Consultant of its intention to release Proprietary Information. Consultant shall have five (5) working days after receipt of the release notice to give City written notice of Consultant's objection to the City's release of Proprietary Information.
Consultant shall indemnify, defend, and hold harmless the City, and its officers, directors, employees, agents, volunteers and representatives from and against all liability, loss, cost or expense (including attorney’s fees) arising out of a legal action brought to compel the release of Proprietary Information. City shall not release the Proprietary Information after receipt of an objection notice unless either: (1) Consultant fails to fully indemnify, defend (with City's choice of legal counsel), and hold City harmless from any legal action brought to compel such release; and/or (2) a final and non-appealable order by a court of competent jurisdiction requires that City release such information.
3.6.4 Cooperation; Further Acts. The Parties shall fully cooperate with one another and shall take any additional acts or sign any additional documents as may be necessary, appropriate, or convenient to attain the purposes of this Agreement.
3.6.5 [Reserved]
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3.6.6 Indemnification.
3.6.6.1 To the fullest extent permitted by law, Consultant shall defend (with counsel of City’s choosing), indemnify and hold the City, its officials, officers, employees, volunteers, agents, and representatives free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, in any manner arising out of, pertaining to, or incident to any acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subconsultants or agents in connection with the performance of the Consultant’s Services, the Project or this Agreement, including without limitation the payment of all expert witness fees, attorney’s fees and other related costs and expenses except such loss or damage caused by the sole negligence or willful misconduct of the City. Consultant's obligation to indemnify shall survive expiration or termination of this Agreement and shall not be restricted to insurance proceeds, if any, received by Consultant, the City, its officials, officers, employees, agents, volunteers, or representatives.
3.6.6.2 If Consultant’s obligation to defend, indemnify, and/or hold harmless arises out of Consultant’s performance as a “design professional” (as that term is defined under Civil Code section 2782.8), then, and only to the extent required by Civil Code section 2782.8, which is fully incorporated herein, Consultant’s indemnification obligation shall be limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant, and, upon Consultant obtaining a final adjudication by a court of competent jurisdiction, Consultant’s liability for such claim, including the cost to defend, shall not exceed the Consultant’s proportionate percentage of fault.
3.6.7 Entire Agreement. This Agreement contains the entire agreement of the Parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings, or agreements.
3.6.8 Governing Law. This Agreement shall be governed by the laws of the State of California. Venue shall be in Riverside County.
3.6.9 Time of Essence. Time is of the essence for each and every provision of this Agreement.
3.6.10 City's Right to Employ Other Consultants. City reserves right to employ other consultants in connection with this Project.
3.6.11 Successors and Assigns. This Agreement shall be binding on the successors and assigns of the Parties.
3.6.12 Assignment; Subcontracting. Consultant shall not assign, sublet, or transfer this Agreement or any rights under or interest in this Agreement without the written consent of the City, which may be withheld for any reason. Any attempt to so assign or so transfer without such consent shall be void and without legal effect and shall constitute grounds for termination. Consultant shall not subcontract any portion of the Services required by this Agreement, except as expressly stated herein, without prior written approval of City.
Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement.
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3.6.13 Construction; References; Captions. Since the Parties or their agents have participated fully in the preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. Any term referencing time, days or period for performance shall be deemed calendar days and not workdays. All references to Consultant include all personnel, employees, agents, and subconsultants of Consultant, except as otherwise specified in this Agreement. All references to City include its elected officials, officers, employees, agents, volunteers, and representatives except as otherwise specified in this Agreement. The captions of the various articles and paragraphs are for convenience and ease of reference only, and do not define, limit, augment, or describe the scope, content, or intent of this Agreement.
3.6.14 Amendment; Modification. No supplement, modification, or amendment of this Agreement shall be binding unless executed in writing and signed by both Parties.
3.6.15 Waiver. No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel, or otherwise.
3.6.16 No Third-Party Beneficiaries. There are no intended third-party beneficiaries of any right or obligation assumed by the Parties.
3.6.17 Invalidity; Severability. If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.
3.6.18 Prohibited Interests. Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid, nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer, or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.
3.6.19 Authority to Enter Agreement. Consultant has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement. Each Party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and bind each respective Party.
3.6.20 Counterparts. This Agreement may be signed in counterparts, each of which shall constitute an original.
3.6.21 Survival. All rights and obligations hereunder that by their nature are to continue after any expiration or termination of this Agreement, including, but not limited to, the indemnification obligations, shall survive any such expiration or termination. [SIGNATURES ON NEXT PAGE]
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SIGNATURE PAGE TO PROFESSIONAL SERVICES AGREEMENT
BY AND BETWEEN THE CITY OF PALM DESERT
AND THE RAMSAY GROUP
IN WITNESS WHEREOF, each of the Parties has caused this Agreement to be executed on the day and year first above written.
CITY OF PALM DESERT
By:
L. Todd Hileman
City Manager
Attest:
By:
Anthony J. Mejia
City Clerk
Approved as to form:
By:
Isra Shah
Best Best & Krieger LLP
City Attorney
THE RAMSAY GROUP, A LIMITED
LIABILITY COMPANY
By:
Darrell Stamps
Managing Partner
Its:
Managing Partner
Printed Name:
Darrell Stamps
QC: _____
Insurance:
_____
Initial Review
_____
Final Approval
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EXHIBIT “A”
SCOPE OF SERVICES
V. PROPOSED SCOPE OF WORK
ADMINISTRATION
The Ramsay Group’s program administration/project implementation shall include, but not be limited to: conducting HUD/NEPA environmental review(s); coordinating with funding agencies; developing and administering agency contract(s);requesting,tracking andmanaging programfundsin compliance with program guidelines; developing required public record systems; preparing for and assisting with agency audits and site visits; Davis-Bacon and Section 3 compliance and record-keeping; any acquisition or Uniform Relocation Act compliance; any bid/contract grant requirements; technical support on any other requirements or criteria for implementation; developing appropriate agency reports, schedules and certifications; coordinating and conducting any required community and public input meetings; providing agency reports; and developing any annual and closeout agency submissions.
IDIS MAINTENANCE
The Ramsay Group will assist staff in setting up and maintaining CDBG project information on the Integrated Disbursement and Information System (IDIS). IDIS maintenance will occur as requested by City each year, with a minimum of quarterly to update accomplishments and create drawdown vouchers. General technical assistance will be provided as requested. TRG will provide assistance with updates to the IDIS system to ensure all projects include required activity descriptions, locations, and beneficiaries. Tasks will include, but not limited to, the following:
• Activity set- up new and maintenance of activity status • Enter and maintain project/activity accomplishments
• Report generation
• Activity funding asrequested by City staff
• Set up draw-down vouchers as requested by City staff
• Create Program Income receipts
• Clean up IDIS information as needed
• Provision of technical assistance to City staff on HUD program administration and reporting requirements
• Monitoring of programs and files for eligibility
• File set-up and closeout
• Application Review and income eligibility determination • Provide sub-recipient monitoring
• Provide staff training as requested
WORK PROPOSAL
Service Delivery: Under general direction from the City, TRG will provide expanded CDBG Comprehensive Grant Administration Services to a level that can be described as comprehensive and day to day management of the program that will be compliant with all Federal regulations, meets all applicable regulations, and results in timely expenditure of CDBG Funds. TRG will also be the intermediary between the City and the U.S. Department of Housing and Urban Development (HUD) which the firm has a 25 year relationship with, subrecipient non-profit agencies that receive funding from the City, and members of the public. TRG will also review invoices, backup expense documentation and accomplishment reports submitted by subrecipients in order to prepare the invoices for payment by the city.
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TRG shall, as authorized, undertake the necessary day to day management necessary to ensure that the City complies with all Federal, State and Local regulations and requirements associated with effective implementation, management, and oversight of the City’s CDBG Program. At a minimum, TRG will provide the following activities.
A. General consultation, assistance and/or recommendations to the City’s staff (and its subcontractors/sub-recipients if requested by the city) in matters relating to the administration and execution of its CDBG Program, including project planning, implementation services, and quarterly project activity reporting.
B. Provide assistance with updates to the IDIS system to ensure all projects include required activity descriptions, locations, and beneficiaries.
C. Provide assistance in the preparation of a system of reporting and recordkeeping that includes the quarterly updating of data in the IDIS and the establishment and maintenance of activity records sufficient to demonstrate that each activity meets the regulatory requirements of the CDBG program.
D. Meet as needed with the staff of the City’s Housing and Neighborhood Services Division of the Community Development Department to review program progress and program regulations.
E. Provide assistance in compiling eligibility documentation in accordance with HUD and State regulations for funded projects, including National Objective determinations and assistance with determining the level of environmental review required for each project/activity (which shall include assistance in preparing an Environmental Review Record (ERR).
F. Provide assistance in preparing for the HUD’s monitoring of the City’s CDBG projects if needed.
G. Preparation and Successful Submission of the Consolidated Annual Performance and Evaluation Report (CAPER) year-end report. TRG will submit the CAPER to the HUD within 90 days of the end of the City’s program year as required. The CAPER will be prepared using the eCon Planning Suite and in accordance with CFR Part 91 and related HUD directives titled Consolidated Annual Performance and Evaluation Reporting for Entitlement Grantees. TRG will work directly with HUD, under consultation of the City, to ensure the CAPER is ultimately approved by HUD.
H. Prepare and assist with the implementation of the Annual Action Plan.
I. Assist with the processing of any required Substantial Amendments, administrative amendments or other reprogramming, which shall include performing all necessary accounting, updating of records in IDIS and internal files, and performing the necessary record keeping and reporting.
J. Prepare Environmental Review Record for reach activity as required/needed.
K. Oversee the review and processing of requests for payment (invoices) from subrecipients and/or contracts to ensure consistency with the procedures established by the City and/or HUD for the CDBG Program.
L. Establish electronic and paper project files in the City's office. These files must demonstrate compliance with all applicable State, local, and federal regulations. The project files must be monitored throughout the Programsto ensure that they are complete, and that all necessary 291
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documentation is being retained in the City files.
M. With the assistance of the City, help conduct public hearings of the City Council and City Commissions as may be needed or requested by City staff. Thisincludes, but is not limited to, such things as assisting with the preparation and/or publishing of public notices, and/or providing supporting documentation necessary for the preparation of staff reports or other correspondence.
N. Assist in the preparation and/or review of all construction bid documents and provide consultation to City staff and/or its consultants regarding the bidding process in order to ensure compliance with State and federal regulations.
O. Secure the Secretary of Labor's wage decision from the State as may be requested to ensure the correct wage determination is included in the City’s CDBG bid documents, contracts and/or other pertinent documents.
P. As may be needed or requested by the City, assist with the preparation of construction contracts which comply with State and federal regulations. Examples are Conflict of Interest, Access to Records, Copeland Anti-Kickback Act, Safety Standards, Architectural Barriers, Flood Insurance, Clean Air and Water Act (for Contracts over $100,000), HUD Handbook (6500.3), OMB Circular A-102, (Attachment O), Section 3, Section 109, Title VI, Civil Rights Act, EO 11246 (for contracts over $10,000), Section 503, et cetera.
Q. As may be needed or requested by the City, check weekly payrolls to ensure compliance with wage decisions, conduct on-site interviews and compare the results with the appropriate payrolls.
R. As may be needed or requested by the City, monitor construction to ensure compliance with equal opportunity and labor standards provisions.
S. As may be needed or requested by the City, make progress inspections and certify partial payment requests.
T. Attend and assist the City during HUD and State monitoring visit(s). Assist with the preparation of City's response to any monitoring findings.
U. Assist in a final inspection of the project and assist the City in the issuance of a final acceptance of work.
V. Assist with Fair Housing/EEO compliance activities.
W. Assist the City in meeting the HUD and State audit requirements.
X. Prepare close-out documents.
Y. Prepare the City’s Consolidated Plan (FY24-29), and Annual Action Plan FY24/25 as further described in the following section of this proposal.
Z. Prepare the necessary update/edits to the City’s Analysis of Impediments to Fair Housing Choice as necessary to be compliant with Federal and State law. 292
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Appendix II to Part 200, Title 2 (up to date as of 12/18/2023) Contract Provisions for Non-Federal Entity Contracts Under Federal Awards Appendix II to Part 200, Title 2 (Dec. 18, 2023) 2 CFR Appendix-II-to-Part-200(D) (enhanced display) page 1 of 2 Title 2 —Grants and Agreements
Subtitle A —Office of Management and Budget Guidance for Grants and Agreements Chapter II —Office of Management and Budget Guidance
Part 200 —Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards
Source: 85 FR49543, Aug. 13, 2020, unlessotherwise noted.
Source: 85 FR49539, Aug. 13, 2020, unlessotherwise noted.
Authority: 31 U.S.C. 503
Source: 78 FR 78608, Dec. 26, 2013, unless otherwise noted.
Appendix II to Part 200—Contract Provisions for Non-Federal Entity Contracts Under Federal Awards
In addition to other provisions required by the Federal agency or non-Federal entity, all contracts made by the nonFederal entity under the Federal award must contain provisions covering the following, as applicable.
Contracts for more than the simplified acquisition threshold, which is the inflation adjusted amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations Council (Councils) as authorized by 41 U.S.C. 1908, must address administrative, contractual, or legal remedies in instances where contractors violate or breach contract terms, and provide for such sanctions and penalties as appropriate.
All contracts in excess of $10,000 must address termination for cause and for convenience by the nonFederal entity including the manner by which it will be effected and the basis for settlement.
Equal Employment Opportunity. Except as otherwise provided under 41 CFR Part 60, all contracts that meet the definition of “federally assisted construction contract” in 41 CFR Part 60–1.3 must include the equal opportunity clause provided under 41 CFR 60–1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 CFR Part, 1964–1965 Comp., p. 339), as amended by Executive Order 11375, “AmendingExecutive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 CFR part 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.” Davis-Bacon Act, as amended (40 U.S.C. 3141–3148). W hen required by Federal program legislation, all prime construction contracts in excess of $2,000 awarded by non-Federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. 3141–3144, and 3146–3148) as supplemented by Department of Labor regulations (29 CFR Part 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-Federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-Federal entity must report all suspected or reported violations to the Federal awarding agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR Part (C)
(D)
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FEDERALLY REQUIRED PROVISIONS FOR SERVICES
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SCHEDULE OF SERVICES
Services to be completed within the performance period of the Agreement. 294
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EXHIBIT "C"
COMPENSATION
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