To: Honorable Mayor and Members of City Council
From: Breyana Brandt, Parks & Recreation Director
Prepared By: Ali Koenig, Management Analyst II
TITLE:
Title
On-Call Contract Awards - Landscape Architecture and Design Services
LABEL
RECOMMENDED ACTION:
Recommendation
Approve and authorize the Parks & Recreation Services Director to execute on behalf of the City agreements with five professional services firms: (1) Callander Associates Landscape Architecture, Inc., (2) Carlile Macy, (3) CSWST2, (4) GSM landscape architects, inc., and (5) Verde Design, Inc., for task-order based on-call landscape architecture and design services, each in an amount not to exceed $750,000.
Body
DISCUSSION:
The Parks and Recreation Services Department solicited proposals from professional consulting firms who specialize in landscape architecture or related fields. This effort is intended to augment the City’s design capabilities and technical expertise, and support effective delivery of operating and capital parks and recreation projects.
In July 2025, the City published a Request for Proposals (RFP), and in August 2025, the City received twenty (20) proposals from qualified firms. Qualified firms are described as having the ability to provide in-house services, or the capacity to sublet land surveying, geotechnical engineering, landscape design, planting and irrigation design, environmental studies, arborist services, electrical and/or other specialty design services that are applicable to parks and recreation projects.
Proposals were requested to be in a clear and concise format to demonstrate competence and professional qualifications for the satisfactory performance of anticipated services. Proposals needed to include a Cover Letter, General Qualifications, Experience & References, Proposed Staffing, Cost Proposal Pricing Sheet and Insurance (copy or a letter of intent to provide necessary insurance).
A “Selection Committee”, comprised of Parks & Recreation and Public Works staff, was convened to score each proposal based on evaluation criteria stated in the RFP. Each firm was evaluated based on the following criteria: Firm Qualifications, Qualifications and Experience of Key Personnel, Relevant Experience and References, Reasonableness of Cost, Local Sensitivity and an Interview (if requested). In August 2025, eight (8) top-ranked firms were interviewed to further vet interest and capabilities.
After thorough review and deliberation, the Selection Committee recommended that the “Selected Firms” include the five (5) top-ranked companies: (1) Callander Associates Landscape Architecture, Inc., (2) Carlile Macy, (3) CSWST2, (4) GSM landscape architects, inc., and (5) Verde Design, Inc.
The City may solicit proposals from any or all of the Selected Firms for specific projects, as the need arises. Each project will consider the scope of service, work schedule, and fee proposal. The Selected Firm that best meets the needs of the project will be selected, and a task order for each specific project will be issued with the Selected Firm. For any special large projects that require extensive design work, separate Request for Qualifications (RFQ) may be issued to further vet consultants' qualifications. If one of the Selected Firms is selected, the negotiated fee for open competition will not be included under the on-call agreement cap.
The term of each agreement will be up to three (3) years, with an option to extend annually afterwards to a maximum of five (5) years. If the agreement extends beyond the initial three (3) year term, prices may be subject to adjustment not to exceed 2% annually.
To enter into the agreements, the City will utilize the standard City agreement template for Professional Services.
FINANCIAL IMPACTS:
No appropriations are necessary at this time as existing and future project accounts will be used to fund each task order issued by the City for an approved scope of work. Each task assignment will include a negotiated budget and proposed schedule to accompany the scope of work.
CEQA:
The Parks and Recreation Services Director has determined that the Recommended Action described in this Agenda Report is not in-and-of-itself a “project” (pursuant to CEQA Guidelines Section 15378) since it does not result in a physical change in the environment.
However, the Recommended Action is part of larger “projects” that will be subject to environmental review in accordance with CEQA at the “earliest feasible time” prior to “approval” consistent with CEQA Guidelines Sections 15004 and 15352. The larger “projects” are various Capital Improvement Program projects, and staff plans to bring back a CEQA analysis of those projects to Council prior to awarding construction contracts for those projects.
DOCUMENTS ATTACHED:
None.
NOTIFICATION:
None.