2022/07/06 Gary F. Hoyt Landscape Architecture, Inc. FY2022/23 On-Call Engineering Support Services (Landscape Plan Review and Inspections)* Please attached a second page for additional information to support this agreement.
CITY OF MENIFEE Agreement/contract coversheet
DATE: July 6, 2022
TO: Armando G. Villa, City Manager
CC:
Agreement Routed/Approved by City Attorney: 7/6/2022 (Via email, attached)
FROM: Margarita Cornejo, Financial Services Manager
SUBJECT: Professional Services Agreement between the City of Menifee and Gary F. Hoyt Landscape
Architecture Inc. for FY2022/23 Professional Engineering Support Services (Landscape Plan
Review and Inspection Services)
IS THE AGREEMENT/CONTRACT WITHIN THE CITY MANAGER’S SIGNATURE AUTHORITY?
Yes – Purchase of Commodities under $50,000 Professional Services under $25,000
Change Order under $25,000 or less than 10% of original contract (supplies, equipment, services
or construction contracts)
Public Works Contract for $60,000 or less
No – City Council authorized City Manager to sign (Council action attached)
WHY IS THIS AGREEMENT/CONTRACT NEEDED?
Department Date Initials
Kristen Jensen, PW Financial Analyst
Nicolas Fidler, PW Director/City Engineer
Regina Funderburk, Chief Financial Officer
Rochelle Clayton, Assistant City Manager
Jeffrey T. Melching, City Attorney
Stephanie Roseen, Acting City Clerk
INSURANCE REQUIREMENTS
CATEGORY APPLICABLE NOT
APPLICABLE
WAIVED EXPIRATION
DATE
General Liability 7/9/2022
Automobile Liability 7/9/2022
Worker’s Compensation 7/9/2022
Professional Liability 11/16/2022
Other: Umbrella Liability
Other: ________________
APPROVED/REVIEWED BY RISK
MANAGEMENT (R. Cardenas, Deputy Human
Resources Director ):
DocuSign Envelope ID: 099714A1-4096-4254-8F6D-F11D4EF24110
7/6/2022
7/7/2022
7/8/2022
7/11/2022
7/12/2022
7/12/2022
2
The agreement between the City of Menifee and Gary Hoyt Landscape Architecture, Inc. shall provide for comprehensive
as-needed professional engineering services, specifically to landscape plan review and inspection services. The City’s
engineering department (land development division) works with development community on any new development
(residential and commercial) projects. Part of the development entitlement process involves review of conformance with
City standards, including landscaping improvements. Gary F. Hoyt Landscape Architecture Inc.shall provide plan check
review and inspection services.
WHAT IS THE TOTAL LENGTH OF THE AGREEMENT/CONTRACT?
The term of the agreement will cover the period of July 1, 2022 through June 30, 2023
WHAT IS THE TOTAL DOLLAR AMOUNT OF THE AGREEMENT/CONTRACT?
$24,900 (Not-to-Exceed Amount)
HOW WAS THE VENDOR/CONSULTANT/CONTRACTOR DECIDED ON?
Gary F. Hoyt Landscape Inc.is currently on the City’s approved professional engineering “Short-List”. The Engineering
Department is in the process of finalizing a new RFQ. The proposed contract shall cover services in the interim period
while the City finalizes its updated Short List (2022) and determines additional need.
Supplies/Equipment/Maintenance/Construction Prior Contract/Experience with the City
$5,000 - $49,000 – Three Written Quotes Yes
Over $50,000 – Competitive Bidding and Formal Proposals
Public Works Projects Professional Services
Under $60,000 – Purchase Order, Contract (Prudent Judgement) Under $25,000 – City Manager
$60,000 - $199,999 – Informal Bidding Process Over $25,000 – City Council Approval
Over $200,000 – Formal Bidding Required
WHERE ARE THE FUNDS COMING FROM?
Department specific account, 100-4551-52825 (Professional Services)
WHAT GENERAL LEDGER ACCOUNT NUMBER SHOULD BE USED FOR THE PURCHASE ORDER?
Department specific account, 100-4551-52825 (Professional Services)
IS THERE SUFFICIENT BUDGET? WHAT IS THE AVAILABLE BUDGET?
FY2022/23 department budget, Account #00-4551-52825 currently has available balance of $895,000 as of 7/6/2022 (see
attached Eden Report)
ATTACHMENTS
- CONTRACT/AMENDMENT
- CERTIFICATES OF INSURANCE
- EMAIL TO CITY ATTORNEY FOR REVIEW/APPROVAL
- EXPENDITURE STATUS REPORT (AVAILABILITY OF FUNDS)
DocuSign Envelope ID: 099714A1-4096-4254-8F6D-F11D4EF24110