To: MAYOR AND CITY COUNCIL
From: ANDREW WINJE, PUBLIC WORKS DIRECTOR
TITLE
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APPROVE AN ON-CALL CONSULTING SERVICES AGREEMENT WITH HIRSCH & ASSOCIATES, INC. (LANDSCAPING ARCHITECTS) FOR ON-CALL PROFESSIONAL DESIGN SERVICES FOR AN AMOUNT NOT TO EXCEED $200,000 AND THE TERM NOVEMBER 18, 2026 TO NOVEMBER 17, 2028 WITH A ONE-YEAR EXTENSION
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EXECUTIVE SUMMARY
The City Council has awarded a number of on-call contracts in the past to successfully accelerate project delivery timelines. Staff is recommending approval of an on-call agreement with Hirsch & Associates, Inc. (Hirsch) for a two-year initial term and a not-to-exceed amount of $200,000. Hirsch specializes in landscape architectural services and play equipment design and will assist the City with various projects to address City playgrounds and other public facilities.
BACKGROUND
Since 2018, the City Council has approved on-call professional services to aid and accelerate the delivery of Capital Improvement Program (CIP) projects. On-call service contracts are not fully defined as to scope or funding source and allow staff the ability to quickly assign smaller work tasks (e.g., geotechnical engineering, surveying, etc.) without having to develop and present an individual contract to City Council for approval. The Engineering Services Division benefits from active on-call contracts with 20 firms specializing in a number of design and technical disciplines with many due to expire at the end of the calendar year.
Due to the success of this process and the length of time from the initial advertisement in 2018, staff worked to update the contract template and posted a broad RFP advertisement for the renewal of on-call services in 2026. The updated contract template stipulates a two-year term with a not to exceed value of $200,000.
In September 2026, Hirsch provided a competitive on-call proposal to the City for landscape architectural design services. In the past, Hirsch has provided innovative design and responsive architectural work for the City on many successful projects. Staff is recommending award of this on-call Agreement with Hirsch for upcoming project work. This agreement would be for an initial term beginning November 18, 2026 to November 17, 2028 and includes a not-to-exceed limit of $200,000. The agreement also includes the opportunity for a one-year extension.
COORDINATION
The on-call contract development has been coordinated between the City Attorney’s Office, the Public Works Department, and the City Manager’s Office.
FISCAL IMPACT
Funding sources for on-call contracts are not identified at the time of award. As tasks are assigned to an on-call vendor, the funding is approved via purchase order from the budget associated with the particular project to which the work applies. Funding is committed as tasks are assigned by staff and only from funds that have already been appropriated by the City Council for the related CIP projects and programs.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
• Agmt - Agreement with Hirsch & Associates, Inc.
• Insurance - Hirsch & Associates, Inc.