COUNCIL AGENDA REPORT
TO: Mayor and City Council
FROM: Brett Fulgoni, Director of Public Works
DATE: October 21, 2025
SUBJECT: Adoption of Resolutions to Award Five Professional Services Agreement for On -Call Landscape Architecture and Site Design Services
Description:
The City Council will c onsider approving the award of On -Call Landscape Architecture and Site Design Services Agreements to 1) Firma Consultants Inc., 2) Gates + Associates, 3) Hirsch and Associates Inc., 4) KTUA, and 5) Melton Design Group, Inc.
Environmental Notice: The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guide lines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
RECOMMENDATIONS:
1. Adopt a Resolution awarding a Professional Services Agreement to Firma Consultants Inc. for On -Call Landscape Architecture and Site Design Services in the amount of $300,000; and
2. Adopt a Resolution awarding a Professional Services Agreement to Gates + Associates for On -Call Landscape Architecture and Site Design Services in the amount of $300,000; and
3. Adopt a Resolution awarding a Professional Services Agreement to Hirsch and Associates Inc. for On -Call Landscape Architecture and Site Design Services in the amount of $300,000; and
4. Adopt a Resolution awarding a Professional Services Agreement to KTUA for On-Call Landscape Architecture and Site Design Services in the amount of $300,000; and
5. Adopt a Resolution awarding a Professional Services Agreement to Melton Design Group, Inc. for On -Call Landscape Architecture and Site Design Services in the amount of $300,000; and
6. Authorize the City Manager, or designee, to execute all agreements.
2 BACKGROUND:
The City owns, operates, and maintains municipal infrastructure, structures, and facilities throughout the City. The City has active and pending projects that require technical assistance from Landscape Architecture firms. While the City employs Civil Engineers on staff, the City does not have licensed Landscape Architects on staff and must hire outside consultants for these services. Having on-call consultants that can provide these services will allow the City to deliver these projects in a timely manner.
DISCUSSION:
On March 13, 2025, a Request for Proposal (RFP) was issued and advertised through the City’s e -Procurement Portal, PlanetBids. A total of five proposals were received on April 10, 2025.
Selection of the best-qualified firms was made in accordance with the City’s Purchasing Guidelines. A selection committee, consisting of Engineering Division staff, independently evaluated and ranked the proposals. After deliberations, the top four ranked firms chosen are as follows:
Firm and Location
1. Firma Consultants Inc., San Luis Obispo, CA
2. Gates + Associates, Walnut Creek, CA
3. Hirsch and Associates Inc., Anaheim, CA
4. KTUA, San Diego, CA
5. Melton Design Group, Inc., Chico,CA
The proposed Professional Service Agreements would be managed by the Engineering Division, and On-Call Landscape Architecture and Site Design services would also be made available to other Departments for funded projects.
Individual project task orders will be issued based on the firm’s expertise, workload capacity, services to be performed, schedule requirements, and hourly rates submitted in their proposal. All task orders will be issued based on an agreed -upon, written scope of work, implementation schedule, and maximum fee arrangement negotiated on a project- by-project basis.
Alternative(s)
The City Council may decide not to award these Landscape Architecture and Site Design Professional Services Agreements and direct staff to issue RFP’s for each project individually. However, this alternative is not recommended as there is a significant backlog of funded projects for which outside Landscape Architecture and Site Design Services are required to augment City staff. Further, having pre -approved, on-call, as- needed firms readily available will allow for more efficient and timely delivery of proje cts as multiple projects can be designed concurrently.
3 Fiscal Considerations
Fees for On -Call Landscape Architecture and Site Design Services will be based on a project-by-project basis and directly charged to individual project budgets. Each project is separately approved and budgeted by City Council. The City is under no obligat ion to expend any funds under these Professional Services Agreements.
Impact on the Community
Approval of these On-Call Landscape Architecture and Site Design Services Agreements will allow the City to efficiently design and deliver community projects that enhance public spaces, parks, and streetscapes. This will help improve the overall aesthetic, functionality, and livability of Santa Maria’s built environment.
ATTACHMENT(S)
A. Resolution - Firma Consultants Inc.
B. Resolution - Gates + Associates
C. Resolution - Hirsch and Associates Inc.
D. Resolution - KTUA
E. Resolution - Melton Design Group, Inc.
F. Agreement - Firma Consultants Inc.
G. Agreement - Gates + Associates
H. Agreement - Hirsch and Associates Inc.
I. Agreement - KTUA
J. Agreement - Melton Design Group, Inc.