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Fremont council approves on-call landscape architecture contracts after questions over shortlist
Summary
The council approved three on-call landscape architecture agreements after staff explained a one-round evaluation and task-order approach; each contract carries a $1.25 million maximum but task orders determine actual spending.
The Fremont City Council approved on-call landscape architectural services contracts for three firms on Feb. 3, 2026, after council members pressed staff for details about the selection process and contract terms.
Councilmembers raised questions about transparency and the number of firms interviewed. Vice Mayor Jiaxing Zhang asked why staff shortlisted three firms from a larger pool and whether more firms should have been interviewed. Tara Bithmethi, the city's parks planning and design manager, told the council that 18 firms submitted proposals and staff used a qualifications-based screening to shortlist the top three per the published RFP. "We had 18 landscape architectural firms submit proposals," Bithmethi said. "The top 3 firms were selected to shortlist as per our RFP." She added that each scope of work is awarded by task order and the $1,250,000 per-contract amount is a not-to-exceed maximum that is rarely, if ever, fully spent.
A city staff member described the contracts as typical master service agreements used across departments and said task orders define the specific scope and payment. The staff member said three reviewers is a common panel size for on-call contracts; larger, single-project awards have broader review panels. "For an on-call, that's a pretty typical number," the staff member said.
Councilmember Campbell pressed staff on billing rates and whether the three selected firms provide distinct capabilities; Bithmethi said the firms have varying subconsultants and capacities so the city can assign tasks according to expertise and availability. Bithmethi also cited upcoming projects that will draw on these contracts, including the Palm Avenue community park and Pacific Commons sports park.
Councilmember Kang moved the item, Councilmember Liu seconded, and the motion passed 6–0 with one member absent.
The contracts authorize task-order work and do not obligate the city to spend the full $1.25 million per firm. Staff said the awards are intended to increase delivery capacity for funded capital projects and to avoid delays if in-house capacity is limited.
