CITY OF MENIFEE
SUBJECT: Agreement Amendment with Gary F. Hoyt Landscape Architecture, Inc. for Professional On-call Services for Landscape Design and Inspection Services
MEETING DATE: September 3, 2025
TO: Mayor and City Council
PREPARED BY: Kristen Jensen, Financial Analyst
REVIEWED BY: Nick Fidler, Public Works Director
APPROVED BY: Armando G. Villa, City Manager
-------------------------------------------------------------------------------------------------------------------------------
RECOMMENDED ACTION
1. Approve and authorize the City Manager to execute Amendment No. 2 to the Master Agreement with Gary F. Hoyt Landscape Architecture, Inc., for Landscape Design and Inspection Services, increasing the amount by $150,000 for a total not-to-exceed amount of $455,000 through June 30, 2026.
DISCUSSION
On June 21, 2023, the City Council approved various master agreements for professional on-call services with firms previously established on an approved on-call shortlist for Engineering. Gary F. Hoyt Landscape Architecture, Inc. (Gary Hoyt), is one of the shortlist firms initially designated to provide on-call landscape design review and inspection services for the Public Works Engineering and Construction Inspection Divisions.
A Master Agreement for On-Call Landscape Design and Inspection Services (Agreement) was initially established with Gary Hoyt for a three-year contract term from July 1, 2023, through June 30, 2026, and for a total agreement amount not-to-exceed $230,000. Amendment No. 1 to the Agreement was approved by City Council on November 6, 2024, increasing the agreement by $75,000 to a total Agreement amount not-to-exceed $305,000. Gary Hoyt’s services are used on an as-needed basis, supporting review of post-entitlement project landscape plans, performing inspections on active construction projects, and providing final landscape inspection for project closeouts. Due to the continued and increasing demand for inspection of public and private projects, utility agency projects, and capital improvement projects, the current Agreement not-to- exceed amount of $305,000 is expected to be exhausted by September 2025.
Landscape design and inspection services play a key role in proactively ensuring that projects meet State and regional requirements and City standards, and that landscape, irrigation, and
City of Menifee Staff Report
Gary Hoyt MA Amendment No. 2
September 3, 2025
2 8
6 2
drainage elements in projects would serve the Menifee community well into the future. While there are multiple firms approved as shortlist service providers, Gary Hoyt has consistently been very responsive for landscape design and inspection support needs. The proposed Amendment No. 2 (Amendment) would increase the Agreement by $150,000, to a total contract amount not-to- exceed $455,000 through June 2026. If approved, the Amendment would provide staff the opportunity to maintain continuity on development projects that are already being supported by Gary Hoyt’s services and would ensure the capacity for additional design and inspection related services to be accessed through the full Agreement term. All other terms of the Agreement would remain unchanged, as outlined in Table 1.
TABLE 1 – MASTER AGREEMENT HISTORY
Date approved Amount Contract Term
Original Agreement 6/21/2023 $230,000 6/30/2026
Amendment No. 1 11/06/2024 $ 75,000 6/30/2026
Amendment No. 2 PENDING $150,000 6/30/2026
Total $455,000
Pursuant to Resolution No. 24-1569 and Menifee Municipal Code §3.12.150, amendments or change orders in the aggregate amount greater than 10% of the agreement amount, exceeds a time extension of 120 days, or that exceeds the City Manager’s signing authority shall be approved by the City Council.
STRATEGIC PLAN OBJECTIVE
Safe and Vibrant Community
FISCAL IMPACT
The fiscal impact of the proposed Amendment with Gary Hoyt is (not-to-exceed) $455,000.
Funding for the proposed Amendment is available within the Fiscal Year 2025/2026 budget, under professional services for the Public Works Engineering Division and the Construction Inspection Division within the General Fund (1100-PWD-ENGR-652825, 1100-PWD-INSP-652825).
It is important to note that landscape plan review and inspection services are fully recoverable as they would be offset by developer fees and deposits collected for the services. Purchase orders for these services would only be issued after confirmation of budget availability and only for amounts within the approved not-to-exceed Agreement compensation amounts. No additional budget appropriation actions would be required for approval of the proposed Amendment.
ATTACHMENTS
1. Amendment No. 2
2. Agreement