FAIRFAX TOWN COUNCIL MEETING
STAFF REPORT
AGENDA ITEM 3
MEETING DATE December 6, 2023
PREPARED FOR Mayor and Town Council
PREPARED BY Loren Umbertis, Director of Public Works
SUBJECT Adopt Resolution Authorizing Town Manager to Negotiate and Execute a Professional Services Agreement with Fairchild Broms Design for the Preparation of Construction Documents, Plans and Specifications for the Interior Remodel of Fire Station 21 in an Amount Not to Exceed $47,000.
RECOMMENDATION
Adopt a Resolution Authorizing the Town Manager to negotiate and execute a Professional Services Agreement with Fairchild Broms Design for the preparation of Construction documents and specifications for the interior remodel of Fire Station 21 in an amount not to exceed $47,000.
BACKGROUND
The Town of Fairfax owns and is responsible for the maintenance of Fire Station 21 located at 10 Park Road, Fairfax, used by the Ross Valley Fire Department (RVFD).
On January 1, 2022 the Town and Ross Valley Fire Department executed the Third Amendment to the Amended and Restated Joint Powers Agreement wherein the Town of Fairfax agreed to contribute funds to cover costs associated with the interior renovation of the Fairfax Fire Station (Station 21) to accommodate additional staffing as a result of the planned closure of the Ross Fire Station (Station 18).
A cost of $210,000 was estimated in the JPA agreement for Fairfax Fire Station 21 improvements. In the Town’s FY 23/24 budget, the Town estimated the total project cost would be $325,000.
DISCUSSION
The Town of Fairfax engaged the services of CA Lentini Design on August 24, 2022 to provide conceptual design services for the remodel. These design services have been completed. Staff currently seeks Council approval to enter into an agreement with Fairchild Broms Design to prepare construction documents which include plans, specifications, and related documents sufficient to obtain a building permit and request bids for a fee not to exceed $47,000. The businesses of CA Lentini and Fairchild Broms Design collaborate with one another on projects and the team associated with the conceptual drawings will continue their work under Fairchild Broms Design as the architect of record.
Upon execution of the professional services agreement, completion of the drawings is expected to take between four to six weeks. No exterior work is planned as part of the construction. Upon completion of the construction documents, Town staff will make recommendations to the Council as to the projected cost, any associated work necessary to ensure uninterrupted fire protection services for the Town and the schedule for construction.
Next Steps
CA Lentini Design had professional construction estimators provide an estimate based on the initial conceptual design, which was over $1 million. Staff continued to work with CA Lentini Design over several 2 iterations to value engineer the design and reached a construction cost estimate of approximately $650,000. Taking this concept into the bid document phase comes with the expectation that the Town will increase its construction budget to the $650,000 range.
The RVFD Board considered using reserve funds for improvements at Stations 19, 20 and 21, but ultimately decided not to use RVFD reserve funds for this purpose. To secure funding, the Town will need to consider accepting an offer of a low interest loan from Sleepy Hollow Fire District for a portion of the funds to spread out the payments over several years for this capital improvement at Fairfax Fire Station
21. FISCAL IMPACT
The proposal from Fairchild Broms Design Fee for Services is not to exceed $47,000. Funds are available in the Building Improvement Fund 05-905. Included in the Town’s Fiscal Year 2023/2024 (FY 23/24) Budget on page 60 (for Fund 05-905) was $60,000 in this year’s budget, which will cover the bid document costs requested in this item.
ATTACHMENTS
A. Proposed Resolution
B. Proposal from Fairchild Broms Design dated May 8, 2023 1 RESOLUTION 23-___
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF FAIRFAX
AUTHORIZING THE TOWN MANAGER TO NEGOTIATE AND EXECUTE A
PROFESSIONAL SERVICES AGREEMENT WITH FAIRCHILD BROMS DESIGN FOR
THE PREPARATION OF CONSTRUCTION DOCUMENTS, PLANS AND
SPECIFICATIONS FOR THE INTERIOR REMODEL OF FIRE STATION 21 IN AN AMOUNT NOT TO EXCEED $47,000
WHEREAS, the Town of Fairfax owns and is responsible for the maintenance of Fire Station 21 located at 10 Park Road, which is rented to the Ross Valley Fire District (RVFD) for its use; and
WHEREAS, on January 1, 2022, the Town and Ross Valley Fire District executed the Third Amendment to the Amended and Restated Joint Powers Agreement wherein the Town of Fairfax agreed to contribute funds to cover costs of the interior renovation of the Station to accommodate additional staffing as a result of the planned closure of the Town of Ross Fire Station; and
WHEREAS, the Town of Fairfax engaged the services of CA Lentini Design on August 24, 2022 to provide conceptual design services for the remodel which has been completed; and
WHEREAS, the Town of Fairfax desires to enter into an agreement with Fairchild Broms Design to prepare construction documents which shall include plans, specifications and related documents sufficient to obtain a building permit and request bids for a fee not to exceed $47,000; and
WHEREAS, CA Lentini and Fairchild Broms Design collaborate with one another on projects and the team associated with the conceptual drawings will continue their work under Fairchild Broms Design as the architect of record because continuity of the involved staff is important and necessary for a smooth transition; and WHEREAS, completion of the construction documents is expected within four and six weeks after execution of an agreement; and
WHEREAS, no exterior work is planned as part of the construction; NOW, THEREFORE, BE IT HEREBY RESOLVED, that the Town Council of the Town of Fairfax authorizes the Town Manager to negotiate and execute a Professional Services Agreement with Fairchild Broms Design for the preparation of construction documents including plans, specifications, and related documents for the remodel of Fire Station 21 in an amount not to exceed $47,000.
Attachment A
2 The foregoing resolution was adopted at a regular meeting of the Town Council of the Town of Fairfax held in said Town on the __ day of ______ 2023, by the following vote:
AYES:
NOES:
ABSENT:
______________________________
Mayor
Attest:
__________________________
Michele Gardner, Town Clerk
Fairchild
Broms
Design
Project 23004 Page 1
May 8, 2023
Mr. Dan Mahoney
Interim Deputy Chief
Ross Valley Fire Department
777 San Anselmo Avenue
San Anselmo, CA 94960
Dear Dan:
We are pleased to have the opportunity to work with the Fire Department on the second floor renovation of Station 21 in downtown Fairfax.
Project Scope
The project scope includes the interior renovation of the second floor of the fire station to add sleeping quarters to accommodate two additional fire fighters, update the bathrooms and kitchen to provide adequate facilities for the firefighters housed at this station, and update the casework and finishes in the existing EOC room to convert it into a lounge and dining area.
This proposal is based on the approved revised Option 1 Conceptual Design Package (Exhibit A) dated 04/27/23. An outline of our scope of services is as follows.
Scope of Services
Construction Documents
1. Based on approved Option 1 Conceptual Design, develop Construction Documents suitable for obtaining the necessary building permits and for bidding (approximately 80% complete)
2. Coordinate Structural, HVAC, plumbing, and electrical requirements
3. Attend up to two (2) coordination meetings during development of the documents
4. Specifications will be compiled into a separate booklet for the Town or will be included on the drawings as appropriate to each discipline (the Town will prepare Division 1 and handle the bid process)
5. Submit the Construction Documents to the building department for plan check and permit.
Deliverables:
Construction Documents
1. Electronic copies of the set of Bid / Permit Documents
2. Submittal package, including applications and required forms, for Building Permit
3. Meeting notes.
Assumptions and Exclusions
1. This Proposal/Agreement includes the services of the following consultants: structural engineering, mechanical, plumbing, & electrical systems engineering, and specifications preparation.
2. More than one meeting with agencies of the Town of Fairfax are not included but are available as an additional service.
3. The discovery of, design for, and documentation of unforeseen, hazardous and hidden conditions is excluded from this contract. We can provide additional design and detailing support for unforeseen or hidden conditions as an additional service.
4. The Architect will use reasonable professional efforts and judgment to interpret applicable ADA requirements as well as existing state and local regulations, codes, and ordinances as they apply to the Project. The Architect, however, cannot and does not guarantee or warrant the Project will comply with all interpretations of the ADA.
5. The project scope excludes exterior work, other than patching as required for roof or wall penetrations.
6. Fees due to Town or other agencies are excluded.
7. All deliverables are in electronic format (.PDF) unless otherwise noted. All printing and reproduction expenses required for submittal for agency approvals will be charged to the Owner.
Attachment B
Fairchild
Broms
Design
Project 23004 Page 2
Schedule
We understand that the Fire Department would like to continue with the work as soon as possible and we are prepared to begin the Construction Documents upon authorization to proceed. We anticipate the schedule for completion to be 4 – 6 weeks upon execution of an agreement and authorization to proceed.
Compensation
Compensation for the Scope of Services outlined above through the Construction Documents Phase shall be a fixed fee of $47,000.00
Additional Services
The following services are excluded from the Scope of Services but are available upon request:
1. Cost Estimate: a cost estimate update is available as an additional service upon request for a Lump Sum of $5,000.
2. Plan Check Comment Responses: the Scope of Services includes submitting the Construction Documents to the building department for plan check. Responses, revisions, or corrections required to address any plan check comments received are not included in the Scope of Services but are available as additional services on an hourly basis in accordance with the Billing Rate Table.
3. Bidding Assistance: assistance with the bid process, including responding to bidder questions, preparing addenda, etc. are not included in the Scope of Services, but are available as additional services on an hourly basis in accordance with the Billing Rate Table.
4. Construction Administration: Construction Administration services are not included in the Scope of Services, but are available upon request on an hourly basis in accordance with the Billing Rate Table.
5. Any other services not described in the Scope of Services are available upon written request on an hourly basis in accordance with the Billing Rate Table or by a Fixed Fee and Scope as agreed upon by all parties.
Expenses
Expenses incurred in connection with these projects are in addition to compensation for services and may include: copying and printing; long distance telephone calls; travel/mileage, parking, and bridge tolls; meals.
Expenses will be billed to the Owner at a cost of 1.15 times the cost of the expense incurred by the Architect.
Proposed Team
Jessica Fairchild
Principal / Architect of Record
Fairchild Broms Design
Cheryl A. Lentini
Project Manager
C A Lentini Design
We look forward to continuing our relationship with you and assisting with the further development of the Fire Station 21 renovation project.
Sincerely,
Jessica Fairchild, AIA
C26043
Attachments: Attachment A – Professional Services rates Exhibit A – Option 1 Conceptual Design Package
Fairchild
Broms
Design
Standard Rates Page 1
Fairchild Broms Design
Schedule of Rates (January 1, 2023)
Schedule of Professional Services
Principal / Architect of Record $225 / hour
Principal Cost Estimator $250 / hour
Senior Planner / Designer / Cost Planner $165 - 180 / hour Designer / Drafter $110 / hour
Administrative $85 / hour
Schedule of Reimbursable Expenses
Transportation: $0.54 / mile
Deliveries/Postage: Cost plus 15%
Plots/reproductions Cost plus 15%
In House Copies / plots
BW 11x17 $0.20/page/copy
BW 8.5x11 $0.10/ page/copy
Color 11x17 $3.00/ page/copy
Color 8.5x11 $1.00/ page/copy
DN 3' - 6"
SLEEPING ROOM
DINING AREA
KITCHEN /
LIVING AREA
BATHROOM
EOC / MULTI-PURPOSE ROOM
FIRE POLE
1. REMOVE ALL INTERIOR PLUMBING FIXTURES, PIPING,
APPLIANCES, MECHANICAL, & ELECTRICAL EQUIPMENT NOT
BEING REUSED IN NEW DESIGN, INCLUDING: DUCTWORK,
DEVICES, WIRING, ETC. VERIFY EQUIPMENT SERVING OTHER
AREAS & COORDINATE IN THE FIELD. SAVE & PROTECT
FIXTURES & DEVICES WHERE NOTED.
2. REMOVE INTERIOR WOOD FRAMED PARTITIONS, INCLUDING
ALL FINISHES & TRIMS, AS REQUIRED FOR PROPOSED
LAYOUT.
3. REMOVE ALL FLOOR FINISHES & CEILING FINISHES & SPPORT FRAMING AS REQUIRED FOR PROPOSED LAYOUT.
4. REMOVE AL INTERIOR CASEWORK, EQUIPMENT, &
FURNISHINGS. VERIFY FURNITURE OR EQUIPMENT TO BE
SAVED & REUSED WITH OWNER.
5. REMOVE (E) FIRE POLE, RAIL, & HARDWARE.
All drawings and written material
appearing herein constitute original
and unpublished work of Cheryl A.
Lentini Architect and may not be
duplicated without the written
consent of Cheryl A. Lentini.
©
SHEET TITLE:
DATE:
PROJECT NO.
PROJECT TITLE:
NO. DATE REVISIONS NOT FOR CONSTRUCTION
C A LENTINI
334 Irwin Street
San Rafael, CA 94901
415 686 2101
calentinidesign.com
D E S I G N
SCALE: As indicated 4/27/2023 3:32:59 PM
A001
OPTION 1
DEMOLITION PLAN &
SITE PHOTOS
04/27/23
2022-003
10 PARK ROAD
FAIRFAX, CA 94930
FIRE STATION
21 REMODEL 1 04/27/23 REVISION 1
1/8" = 1'-0" 1 Demo Floor Plan - Level 2
N
DEMOLITION NOTES
SITE PHOTO LEGEND - EXISTING SECOND FLOOR
1. KITCHEN / LIVING AREA
2. LIVING AREA
3. SLEEPING ROOM
4. KITCHEN
5. KITCHEN
6. DINING AREA
7. SLEEPING ROOM
8. BATHROOM
9. EOC / MULTI-PURPOSE ROOM
10. FIRE POLE
1. 2. 3. 4.
5. 6. 7. 8.
9. 10. 1
4 A201
5 3
SLEEPING
ROOM 1
201
SLEEPING
ROOM 2
202
STORAGE
203
BATHROOM 1
204
BATHROOM 2
205
KITCHEN
206
HALLWAY
207
DINING /
LOUNGE
208
13' - 8 1/2" 4' - 0" 31' - 11 1/2" 9' - 4 1/2" 3' - 9 1/2"
REPLACE (E) COUNTERTOP
W/ NEW SOLID SURFACE
COUNTERTOP; REFINISH (E)
BASE CABINETS
203-1
201-1
202-1
204-1 205-1
6' - 5" 6' - 5" 10' - 0 1/2" 4' - 0" 16' - 2"
PATCH / INFILL FLOOR @
FIRE POLE LOCATION
FURNITURE BY
OWNER, TYP
NIC
FURNITURE BY
OWNER, TYP
NIC
FURNITURE BY
OWNER, TYP
NIC
FURNITURE BY
OWNER, TYP
NIC
EXISTING BATHROOM - NO WORK IN THIS AREA
ADA UPGRADES TO EXISTING BATHROOM:
• REMOVE EXISTING WC & LAVATORY - SAVE
FOR REINSTALLATION IN NEW LOCATIONS
• REMOVE EXISTING TOILET ACCESSORIES,
GRAB BARS - SAVE FOR REINSTALLATION
IN NEW LOCATIONS
• REMOVE EXISTING TILE FINISHES
• EXISTING LIGHT FIXTURES TO REMAIN
• NEW ROLL IN SHOWER ENCLOSURE
• NEW SHOWER HEAD
• NEW GRAB BARS
• NEW FOLDING SHOWER BENCH
• NEW CERAMIC TILE FLOORING & WALL
FINISH (SEE RM FINISH SCHEDULE)
BATHROOM 3
101 PARTITION TYPE:
1A / 1B
FIRE RATING:
NONE
TEST REF:
N/A
SOUND RATING:
50 - 54 TC
TEST REF:
GA WP3242 / UL U309
(1) LAYER 5/8" GWB
RESILIENT CHANNEL
2 x 4 (1A) OR 2 X 6 (1B)
WOOD STUDS
MINERAL OR GLASS FIBER INSUL
(1) LAYER 5/8" GWB
ROOM FINISH MATERIALS LEGEND
CPT CARPET - MOWHAWK GROUP OR EQUAL
CT1 CERAMIC TILE - LARGE SCALE FLOOR TILE - DAL
TILE OR EQUAL
CT2 CERAMIC TILE - WALL TILE - DAL TILE OR EQUAL
(E) / PT EXPOSED TO STRUCTURE, PAINT
GWB / PT GWB, PAINT, COLOR - PT PAINT, BENJAMIN MOORE OR EQUAL WD WOOD (6" BASE)
WD1 ENGINEERED / PREFINISHED WOOD FLOORING
EXISTING WALL TO REMAIN
EXISTING WALL TO BE DEMOLISHED
AREA OF WORK
NEW PARTITION
All drawings and written material
appearing herein constitute original
and unpublished work of Cheryl A.
Lentini Architect and may not be
duplicated without the written
consent of Cheryl A. Lentini.
©
SHEET TITLE:
DATE:
PROJECT NO.
PROJECT TITLE:
NO. DATE REVISIONS NOT FOR CONSTRUCTION
C A LENTINI
334 Irwin Street
San Rafael, CA 94901
415 686 2101
calentinidesign.com
D E S I G N
SCALE: As indicated 4/27/2023 3:33:00 PM
A201
OPTION 1
PLAN, SCHEDULE, &
ELEVATIONS
04/27/23
2022-003
10 PARK ROAD
FAIRFAX, CA 94930
FIRE STATION
21 REMODEL
04/27/23
1/4" = 1'-0" 1 SECOND FLOOR PLAN
1/2" = 1'-0" 4 RM 206 KITCHEN - WEST ELEV
1/2" = 1'-0" 3 KITCHEN ISLAND ELEV
1/2" = 1'-0" 5 ROOM 206 KITCHEN - SOUTH ELEV
N
1 04/27/23 REVISION 1
ROOM FINISH SCHEDULE
ROOM
NO ROOM NAME FLOOR BASE N W S E CLG NOTES
101 BATHROOM 3 CT1 CT2 CT2 CT2 CT2* CT2/PT** (E) PT * 48" H CT WAINSCOT; ** FULL HT CT @ SHOWER ONLY 201 SLEEPING ROOM 1 CPT WD1 PT PT PT PT (E) EXISTING EXPOSED CEILING & BEAMS TO REMAIN 202 SLEEPING ROOM 2 CPT WD1 PT PT PT PT (E) EXISTING EXPOSED CEILING & BEAMS TO REMAIN 203 STORAGE CPT WD1 PT PT PT PT (E) EXISTING EXPOSED CEILING & BEAMS TO REMAIN 204 BATHROOM 1 CT CT CT CT CT CT GWB / PT EXHAUST FAN / LIGHT REQ'D 205 BATHROOM 2 CT CT CT CT CT CT GWB / PT EXHAUST FAN / LIGHT REQ'D 206 KITCHEN WD2 WD1 PT PT PT PT (E) EXISTING EXPOSED CEILING & BEAMS TO REMAIN 207 HALLWAY WD2 WD1 PT PT PT PT (E) EXISTING EXPOSED CEILING & BEAMS TO REMAIN 208 DINING / LOUNGE CPT WD1 PT PT PT PT (E) EXISTING EXPOSED CEILING & BEAMS TO REMAIN 1/4" = 1'-0" 2 FIRST FLOOR PLAN
ALL NEW PARTITIONS TO BE TYPES 1A OR 1B TYP
1 DOORS IN NEW OPENINGS TO BE LOCATED WITH HINGE SIDE JAMB 4" FROM PERPENDICULAR WALL UON.
2. PROVIDE AND INSTALL 2x FLAT WOOD BLOCKING FOR ALL BATH ACCESSORIES, HANDRAILS, CABINETS, TOWEL BARS, WALL MOUNTED FIXTURES AND ANY OTHER ITEMS ATTACHED TO WALLS.
3. ALL CHANGES IN FLOOR MATERIALS OCCUR AT CENTERLINE OF DOOR OR FRAMED OPENINGS UNLESS OTHERWISE INDICATED ON THE DRAWINGS.
4. INSTALL ALL FIXTURES, EQUIPMENT, AND MATERIALS PER MANUFACTURER'S RECOMMENDATIONS AND THE REQUIREMENTS OF THE CODES. ALL APPLIANCES, FIXTURES, AND EQUIPMENT ASSOCIATED WITH PLUMBING, ELECTRICAL, AND MECHANICAL SYSTEMS SHALL BE LISTED BY A NATIONALLY RECOGNIZED AND APPROVED AGENCY.
5. VERIFY CLEARANCES FOR FLUES, VENTS, CHASES, SOFFITS, FIXTURES, ETC., BEFORE ANY CONSTRUCTION, ORDERING OF, OR INSTALLATION OF ANY ITEM OF WORK.
6. PROVIDE FIRE-BLOCKING @ ALL CONCEALED DRAFT OPENINGS (VERTICAL & HORIZONTAL). AS PER 2016 CBC 718.2.2 & R302.11
7. PROVIDE DRAFT-STOPPING @ ALL CONCEALED DRAFT OPENINGS (VERTICAL & HORIZONTAL). AS PER 2016 CBC 718.3-4 & R302.11, DRAFT-STOPS SHALL BE INSTALLED SO THE CONCEALED SPACE DOES NOT EXCEED 1,000 SQ. FT. AND IS DIVIDED IN APPROX. EQUAL AREAS.
8. PRESSURE TREATED LUMBER TO BE USED IF IN DIRECT CONTACT WITH CONCRETE OR CMU IF THERE IS NO PROVIDED AIRGAP.
9. ALL NEW DOORS TO BE SOLID CORE WOOD, STAINED UON.
10. ALL EXISTING SURFACE MOUNTED LIGHT FIXTURES TO BE REPLACED WITH NEW ENERGY COMPLIANT LED FIXTURES.
11. REPAIR / REPLACE (E) GWB SOFFITS AT EXISTING HVAC LOCATIONS; REPLACE EXISTING HVAC SYSTEM SERVING 2ND FLOOR.
PLAN NOTES
B O JOISTS TYP
8' - 0" AFF
1 1
1 1