200 S. Anaheim Blvd.
Suite #276
Anaheim, CA 92805
Tel: (714) 765-5176
Fax: (714) 765-5161
www.anaheim.net
CITY COUNCIL AGENDA REPORT
City of Anaheim
DEPARTMENT OF PUBLIC WORKS
DATE: DECEMBER 9, 2025
FROM: PUBLIC WORKS AND FIRE & RESCUE DEPARTMENTS
SUBJECT: FIRST AMENDMENT TO DESIGN AND CONTRACT
ADMINISTRATION AGREEMENT WITH COAR DESIGN GROUP
FOR THE FIRE STATION 12 PROJECT
ATTACHMENT (Y/N): YES ITEM # 08
GOVERNMENT CODE § 84308 APPLIES: YES
RECOMMENDATION:
That the City Council, by Motion:
1) Approve the First Amendment to Agreement (First Amendment) between the City of Anaheim (City) and COAR Design Group (COAR), to increase the compensation by $258,000 plus a 15% contingency to provide for additional design and construction management services for the Fire Station 12 Project (Project); 2) Authorize and direct the Public Works Director or designee to execute the First Amendment and other related documents and to take such actions as are necessary, required, or advisable to implement and administer the Consultant Agreement, as amended; and,
3) Amend the FY 2025/26 Anaheim Fire & Rescue budget by $296,700 in the Platinum Triangle Development Impact Fees Fund.
DISCUSSION:
Construction is currently underway to build an efficient, functional, and sustainable fire station that will reduce delays in response time within the Platinum Triangle and adjacent areas. The station includes two buildings: a 10,400 square foot (SF) main building to house the primary response apparatus, dormitories, and administrative offices; and a 2,222 SF auxiliary building for staging, covered parking, and showcasing Anaheim Fire & Rescue’s oldest antique apparatus.
A Notice to Proceed was issued to AWI Builders, Inc. (Contractor) on April 8, 2025, and as of November 2025, the overall measurable progress of the project is about 32% with scheduled completion in September 2026. Staff’s independent analysis revealed that final completion is more realistically anticipated in November 2026.
Construction support is being provided by COAR, the architect of record, using the contract administration funds that are budgeted within the Consultant Agreement, which totals $385,000. The funds included $193,000 for Construction Administration support First Amendment to the Design and Contract Administration Agreement with COAR Design Group for the Fire Station 12 Project December 9, 2025
and will be nearly expended by November 2025, leaving an approximate 12-month support gap during construction. For this reason, City staff is requesting this Amendment to ensure proper architectural review and oversight is conducted on relevant project submittals, requests for information (RFIs), change order requests, and field reviews. The reason for the funding gap stems from two main issues, namely the increased amount of time and effort COAR has expended to provide proper project oversight, and to produce an additional apparatus exhaust capture system design in the auxiliary building that was omitted during the original design phase.
For project oversight, the project team, with COAR’s support, has expended a higher than usual amount of time to review submittals, RFIs, change orders, and product substitution requests.
The Contractor has requested to substitute equipment and materials through substitution requests that have not complied with project specifications, for which COAR needed to take additional time to scrutinize and process. This has resulted in repeat reviews of submittals and requests for information (RFIs), as well as additional site visits by COAR to assist with proposed solutions.
The Contractor has also submitted several contract change order requests (CORs), which after repeated review and analysis by the City team and COAR, were deemed redundant and unnecessary.
The second issue is the need to add the apparatus exhaust capture system, called the Plymovent system, in the Auxiliary Building. This safety system was unintentionally omitted from the original design, but is required in order to use the building for the intended purpose of storing active apparatuses.
The First Amendment is in the amount of $258,000, which increases the Consultant Agreement not- to-exceed amount to $643,000. A 15% contingency is being included in the event of unforeseen issues, additional technical services, or other site considerations that require the consultant’s participation to help resolve on behalf of the City to avoid future costly construction change orders.
IMPACT ON BUDGET:
The estimated cost to provide additional design and construction management services for the Fire Station 12 project is $296,700 (broken down to include $258,000 plus a 15% contingency). The Fire & Rescue Department’s FY 2025/2026 Capital Improvement Program budget will be amended (from Platinum Triangle Development Impact Fees) by $296,700 to support this recommendation.
Respectfully submitted, Concurred by,
Rudy Emami Patrick Russell
Director of Public Works Fire Chief
Attachments:
1. First Amendment with COAR
2. Original Consultant Agreement with COAR
3. COAR Proposal for Additional Services
4. Vicinity Map