FAIRFAX TOWN COUNCIL MEETING
STAFF REPORT
AGENDA ITEM #5
MEETING DATE October 15, 2025
PREPARED FOR Mayor and Town Council
PREPARED BY Kristin Arnold, PE - Public Works Director
Dan Mahoney, Fire Chief, Ross Valley Fire
Michael Vivrette, Finance Director
SUBJECT Adopt a Resolution Authorizing the Town Manager to Execute a Loan Agreement Not to Exceed $1,600,000 Between the Town and Marin County for the Fire Station 21 Remodel Project
RECOMMENDATION
Adopt a Resolution Authorizing the Town Manager to Execute a Loan Agreement Not to Exceed $1,600,000 Between the Town and Marin County for the Fire Station 21 Remodel Project
BACKGROUND
The Town of Fairfax owns and maintains Fire Station 21 (Station 21), located at 10 Park Road, Fairfax.
This station is used by the Ross Valley Fire Department (RVFD). Station 21, built in 1974, requires significant updates to meet modern safety and operational standards. Below is a brief timeline for the project:
• December 2023 – The Council authorized the Town Manager to execute a professional services agreement with Fairchild Broms Design (FBD) to prepare construction documents and specifications for the project.
• September 2024 – The Council reviewed options for upgrading Station 21 and selected Option 1: Comprehensive Remodel of the Upstairs Portion of the Station. This option addresses long-standing operational improvements and accommodates additional fire personnel required under the Ross Valley Fire Department Joint Powers Agreement (RVFD JPA). The estimated cost for this option is approximately $1.5 million.
• February 2025 – The Council authorized the Town Manager to execute the first amendment to add necessary additional documentation to the project to address code related upgrades required by the improvements. This meeting also provided a detailed update on the status of the project.
• August 2025 – The Council authorized the Town Manager to execute the second amendment to prepare a cost estimate based on the design development drawings.
Since the July 2025 Council meeting, staff has reviewed the design development drawing package and completed the cost estimate for the remainder of the project. The project’s first cost estimate was completed in May 2023 and was based on a conceptual plan. Additionally, this cost estimate was solely for construction costs and did not include remaining design fees, or temporary housing costs. 2 DISCUSSION
As part of the Fire Department’s ongoing transition to three-person engine companies, it is essential that our facilities are appropriately designed to support the additional staffing. Current station layouts reflect two-person engine operations, which limit the Department’s ability to meet today’s operational and privacy standards.
The remodel project has been developed with the intention of providing functional, efficient, and safe working and living spaces for personnel as they work 48-hour shifts at the station. Their living quarters serve as both a home and a workplace.
The remodel is specifically designed to meet the needs of a three-person engine company by incorporating the following improvements:
• Sleeping Quarters: The addition of an extra sleeping area ensures that each firefighter on duty has a quiet space to sleep, in alignment with modern fire service standards for privacy, health, and wellness.
• Bathroom Facilities: Expansion to include an additional bathroom will reduce scheduling conflicts, provide privacy, and enhance operational readiness, allowing for simultaneous decontamination between incidents.
• Kitchen: Updating and slightly enlarging the kitchen will allow room for crews to prepare meals in a functional, comfortable, and efficient environment.
This remodel project will ensure that the station meets the current and future operational demands while maintaining compliance with modern-day standards for workplace safety, wellness, and functionality.
The project also includes required code-compliance items, such as fire separation improvements and ADA upgrades. A detailed cost estimate has been developed for the remainder of the project and is summarized in the table below. Attachment A provides a detailed breakdown of all the remaining project costs.
Table 1 – Fire Station 21 Remodel Cost Estimate
Category Cost Description
Temporary Housing $418,440 Includes temporary housing trailer, storage containers, utility hookups (water, sewer,
electrical, communications), ADA compliance
measures, backup generator, and site prep.
Construction $913,742 Includes all demolition, material, plumbing, HVAC, electrical, appliances, equipment, and
labor for the interior remodel.
Remaining Design and
Construction Management
Services
$160,296 Design assistance through construction to
address contractor questions and submittals
and provide construction oversight.
Contingency $127,182 Contingency typically accounts for about 15% of overall construction costs. This percentage
does not include expenses such as permit fees,
testing, or inspections.
Total remaining project cost = $1,619,660
3 While the temporary housing costs are significant, this will keep the Fire Station operating at 100% capacity, with zero interruptions to service for the duration of the project. To minimize the cost, the fire engine will stay in the existing garage, which avoids having to build a temporary garage. For housing, two options are being evaluated, renting a temporary trailer or modifying the Community Center. The cost estimate above includes the costs for installing a temporary trailer in the fire station parking lot. Both locations will keep response time the same and do not alter the service the Fire Department provides to the community.
Next Steps
If Council approves the loan, below is the estimated schedule for the remainder of the project.
DATE ACTIVITY
OCTOBER 2025 Loan Acceptance
NOVEMBER 2025 Receive permit drawings and start site prep for temporary housing DECEMBER 2025 Building permit review and edits
JANUARY 2026 Complete bid package
FEBRUARY/MARCH 2026 Bid opening
APRIL/MAY 2026 Award construction contract and temporary housing setup JUNE 2026 Start construction
MARCH 2027 Estimated project completion
FISCAL IMPACT
The project will be financed by the General Fund utilizing a five-year loan for $1,600,000 from the County of Marin. The interest rate will be approximately 4.731% which is 1% above the average blended rate of agency and treasury investments used by the County as of the date the County Department of Finance approves the purchase of the indebtedness. The five equal loan payments of $366,816 would be made annually to the County of Marin with no prepayment penalty should the Town seek to pay off the debt earlier than the termination date. The first payment will be due November 1, 2026, which is next fiscal year, so there is no fiscal impact on this year’s budget for the loan,
ATTACHMENTS
A. Cost Estimate
B. Resolution
C. Five Year Note – County of Marin
D. Rate Calculation
Design Development Cost Estimate
Fire Station #21
Ross Valley Fire
Town of Fairfax, California
October 5, 2025
MTI Job No. 25-1114
Marcene Taylor Inc.
Boise, Idaho
(510) 735-6768
www.mticost.com
ATTACHMENT A
Design Development Cost Estimate
Fire Station #21 October 5, 2025
Ross Valley Fire MTI Job No. 25-1114
Town of Fairfax, California
Contents Page No.
Basis of Estimate
Executive Summary
Basis of Estimate
Project Description 1
Conditions of Construction 1
Inclusions 1 - 2
Exclusions 2
Risk Register 2
Items Used in Preparing Cost Estimate 3
Assumption of Market Conditions 3
Building Areas, Summary, and Detail
Building and Sitework 4 - 18
Design Development Cost Estimate
Fire Station #21 October 5, 2025
Ross Valley Fire MTI Job No. 25-1114
Town of Fairfax, California
Executive Summary
Sincerely,
Marcene N. Taylor, CPE
[email protected]
(510) 735-6768
The following estimate was prepared using Design Development information provided by Fairchild Broms Design. The estimate is divided into two sections - a description of the basis of the estimate and building and sitework areas, summaries, and component budgets.
Please feel free to contact me should you require additional information.
Basis of Estimate
Design Development Cost Estimate
Fire Station #21
Ross Valley Fire
Town of Fairfax, California
October 5, 2025
MTI Job No. 25-1114
Design Development Cost Estimate
Fire Station #21 October 5, 2025
Ross Valley Fire MTI Job No. 25-1114
Town of Fairfax, California
Basis of Estimate
Project Description
Interior remodel of existing Fire Station #21 located in Fairfax, California.
Conditions of Construction
The construction start date is January 2026.
The total construction period is 6 months.
The general contract will be competitively bid by at least four qualified general contractors and main subcontractors.
The contractor will be required to pay prevailing wages.
There will not be small business set aside requirements.
The general contractor will have access to the site at all hours.
Inclusions
No work is anticipated for foundations or basement construction.
Superstructure includes wood framing with an allowance for miscellaneous metals and rough carpentry.
Exterior enclosure includes patch and repair of existing gypsum board to inside face of exterior wall.
Roofing includes patch and repair as required.
Interior partitions include wood stud framing, acoustic insulation and sheathing, interior glazing, new interior doors, and fittings.
Stairs including short stair flights.
Interior finishes include wall, floor, and ceiling finishes.
No work is anticipated for conveying.
Plumbing includes sanitary fixtures with connection piping, water treatment and storage, surface water drainage, and miscellaneous plumbing.
Heating, ventilation, and air conditioning includes ductwork and distribution, controls, exhaust, and miscellaneous HVAC.
Fire protection includes modification of existing automatic wet sprinkler system.
Electrical includes power and distribution, user convenience power, lighting and controls, telecommunications, fire alarm and security systems, and miscellaneous electrical.
Design Development Cost Estimate
Fire Station #21 October 5, 2025
Ross Valley Fire MTI Job No. 25-1114
Town of Fairfax, California
Basis of Estimate
Inclusions (continued)
Equipment includes institutional equipment.
Furnishings include fixed casework.
No work is anticipated for special construction.
Selective building demolition includes removal of existing building elements as required and associated hazardous materials abatement.
No work is anticipated for site preparation , site development, or site utilities.
Exclusions
Cost escalation beyond a construction midpoint of April 2026.
Land and easement acquisition costs including real estate fees, CEQA mitigation, and entitlement costs.
Plan check and design review fees.
Costs associated with special foundation systems and unsuitable soils conditions.
Assessments, taxes, finance, legal, and development charges.
Environmental impact mitigation.
Fees associated with LEED certification.
Builder's risk, project wrap-up, and other owner provided insurance programs.
Off-site work except as specifically identified.
Premium or overtime pay.
Risk Register
Since this is a remodel project, there may be unforeseen conditions encountered once demolition begins. There is a risk that existing conditions may not be what was anticipated and costs could increase dramatically.
We are currently in an escalating construction market. Materials prices are increasing and are unstable with impacts of inflation and supply chain disruptions on materials unknown, and there are shortages in available skilled labor. This could negatively impact construction costs and schedules as the project goes out to bid and you may see increases beyond what is covered in the mark-up for reasonable cost escalation.
Design Development Cost Estimate
Fire Station #21 October 5, 2025
Ross Valley Fire MTI Job No. 25-1114
Town of Fairfax, California
Basis of Estimate
Items Used in Preparing Cost Estimate
Design Development documents received from Fairchild Broms Design dated June 19, T000, T001, T100, T101, A000, A100, A120, A200, A201, A220, A221, A231, A241, A400, A700, A701, A800, A801, S1.0, S1.1, S2.0 - S2.2, M0.1 - M0.3, M2.0 - M2.2, M3.1, P0.1 - P0.4, P2.0 - P2.3, P3.1, P4.1, E1.0, E2.0 - E2.2, E3.0, E3.1, E4.0, E4.1, E5.0, E6.0, E7.0
Discussions with the project architects and engineers.
Assumption of Market Conditions
This estimate is an opinion of probable construction costs based on measurement and pricing of quantities available through provided information and reasonable assumptions for work not covered in the current drawings and specifications. Unit rates are based on historical data and/or discussions with contractors. The unit rates in this estimate reflect current bid costs in the area and include subcontractors' overhead and profit. MTI has no control over material or labor pricing and market conditions at the time of bid. Hence, MTI cannot guarantee that the bids or construction cost will not vary from this opinion of probable construction cost.
This estimate is based on the assumption that there will be competitive bidding for every portion of the work - a minimum of four bidders for all subcontract items and general contractor bids if applicable. If fewer bids are received, prices may be higher, while more bids received may result in more competitive pricing.
Current Construction Costs 2023 (copyright 2023 Sierra West Publishing) references engineering estimates are based on an average of 4-5 bids for a project. Deviation from engineering estimates produced from complete drawings is as follows:
1 bid +38%
2 - 3 bids +16%
4 - 5 bids +0%
6 - 7 bids -5%
8 or more bids -10%
"It is not unusual for subcontract bids to vary as much as 100% for an individual trade.
Accordingly, it is extremely important that the owner maintain continuous contact with the bidders during the bid period to assure a minimum of 4 - 5 Bids." MTI's methodology is to establish unit rates based on experience for reasonable costing informed by labor and material rates, conversations with local subcontractors, published costs, and bid results. When MTI discusses pricing it does not provide specific project drawings, specifications, or data to avoid any conflict that would preclude a subcontractor from bidding on the job.
Building and Sitework
Building Areas, Summary, and Detail
Design Development Cost Estimate
Fire Station #21
Ross Valley Fire
Town of Fairfax, California
October 5, 2025
MTI Job No. 25-1114
Design Development Cost Estimate
Fire Station #21 October 5, 2025
Ross Valley Fire MTI Job No. 25-1114
Town of Fairfax, California
Building and Sitework
Areas and Control Quantities
Areas Enclosed Covered Gross1
First Floor (affected only) 447 447 SF
Second Floor (affected only) 2,085 2,085 SF
Total Building Area 2,532 0 2,532 SF
Control Quantities Quantity Unit
Ratio to
Gross
Gross Floor Area 2,532 SF 1.000
Enclosed Area 2,532 SF 1.000
Covered Area 0 SF 0.000
Total Length of Interior Partitions 342 LF 0.135
Total Plumbing Fixtures (x 100) 7 EA 0.276
1 Gross floor area is calculated as the full enclosed area plus one-half of the covered area.
Design Development Cost Estimate
Fire Station #21 October 5, 2025
Ross Valley Fire MTI Job No. 25-1114
Town of Fairfax, California
Building and Sitework
Project Capital Cost Summary $/SF Total $
01 Site and Building Acquisition 0.00 0
02 Financing Costs 0.00 0
03 Architecture and Engineering 31.63 80,096
04 Permit and Plan Check Fees 0.99 2,500
05 Specialty Consultants 0.00 0
06 Construction Services 334.87 847,883
07 Testing and Inspection 2.51 6,359
08 Project Management 31.67 80,200
09 Furnishings, Fixtures and Equipment 22.51 57,000
10 Relocation and Temporary Facilities 165.26 418,440
11 Program Expenses 0.00 0
Subtotal - Project Capital Costs 589.45 1,492,478
12 Program Risk Costs 50.23 127,182
Total Project Capital Costs 639.68 1,619,660
Design Development Cost Estimate
Fire Station #21 October 5, 2025
Ross Valley Fire MTI Job No. 25-1114
Town of Fairfax, California
Building and Sitework
Project Capital Cost Detail Subtotal $ Total $
01 Site and Building Acquisition 0
Purchase price 0
No costs anticipated 1 LS 0.00 0
Realtor and legal fees 0
No costs anticipated 1 LS 0.00 0
02 Financing Costs 0
Financing costs 0
No costs anticipated 1 LS 0.00 0
03 Architecture and Engineering 80,096
Design services 80,096
Full design services including
civil, landscape, architectural,
structural, mechanical, electrical,
and cost estimating
Balance of design only 1 LS 0.00 0
Permitting and construction
administration 1 LS 80,096 80,096
04 Permit and Plan Check Fees 2,500
Utility fees 0
Sewer connection fee - existing 1 LS 0.00 0
Water connection fee - existing 1 LS 0.00 0
Storm water connection fee -
existing 1 LS 0.00 0
Electrical permit fee - existing 1 LS 0.00 0
Plan check 0
Town of Fairfax plan check fees;
town projects not charged fees 1 LS 0.00 0
Town of Fairfax permit costs;
town projects not charged fees 1 LS 0.00 0
Design Development Cost Estimate
Fire Station #21 October 5, 2025
Ross Valley Fire MTI Job No. 25-1114
Town of Fairfax, California
Building and Sitework
Project Capital Cost Detail Subtotal $ Total $
Environmental fees 2,500
Hazardous materials permit -
allow 1 LS 2,500.00 2,500
05 Specialty Consultants 0
Surveys 0
Not required 1 LS 0.00 0
Geotechnical report 0
Not required 1 LS 0.00 0
Storm water management consultant 0
By Civil Engineer 1 LS 0.00 0
06 Construction Services 847,883
Building construction 847,883
Allow per MTI estimate 1 LS 847,883 847,883
Extended maintenance contract 0
Not required 1 LS 0.00 0
Extended property management contract 0
Not required 1 LS 0.00 0
07 Testing and Inspection 6,359
Inspector of record 0
Not required 1 LS 0.00 0
Testing and special inspections 6,359
Allow 0.75% LS 847,883 6,359
08 Project Management 80,200
Owner program support 0
No costs anticipated 1 LS 0.00 0
Design Development Cost Estimate
Fire Station #21 October 5, 2025
Ross Valley Fire MTI Job No. 25-1114
Town of Fairfax, California
Building and Sitework
Project Capital Cost Detail Subtotal $ Total $
Consultant services 80,200
Construction management - allow 1 LS 80,200.00 80,200
Document reproduction and reimbursables 0
By Owner 1 LS 0.00 0
09 Furnishings, Fixtures, and Equipment 57,000
Miscellaneous 57,000
Station alerting 1 LS 50,000.00 50,000
Low voltage (IT) 1 LS 7,000.00 7,000
Furniture and equipment 0
No costs anticipated 1 LS 0.00 0
Initial Fitup 0
No costs anticipated 1 LS 0.00 0
10 Relocation and Temporary Facilities 418,440
Move manager 0
Included with Construction
Management fee 1 LS 0.00 0
Design Development Cost Estimate
Fire Station #21 October 5, 2025
Ross Valley Fire MTI Job No. 25-1114
Town of Fairfax, California
Building and Sitework
Project Capital Cost Detail Subtotal $ Total $
Interim housing 418,440
Setup, first month rent, and
takedown 1 LS 112,000.00 112,000
Rent 9 MO 8,000.00 72,000
Storage container rental 10 MO 250.00 2,500
Site preparation and utility
hookups 1 LS 50,000.00 50,000
Tree trimming 1 LS 15,000.00 15,000
Temporary electrical 1 LS 50,000.00 50,000
IT setup 1 LS 2,000.00 2,000
MERA relocation fee 1 LS 40,000.00 40,000
Portable generator rent 10 MO 2,650.00 26,500
Moving assistance 1 LS 10,400.00 10,400
Interim housing contingency 1 LS 38,040.00 38,040
Moving and storage 0
Included with interim housing 1 LS 0.00 0
11 Program Expenses 0
Building commissioning 0
None required 1 LS 0.00 0
Legal services 0
By Owner 1 LS 0.00 0
Outreach, communications, and public relations 0
By Owner 1 LS 0.00 0
12 Program Risk Costs 127,182
Construction contingency 84,788
Owner managed contingency for
changes in construction scope
and unforeseen conditions - allow 10.00% LS 847,883 84,788 Scope contingency 42,394
Owner managed contingency for
changes in program needs prior
to occupancy - allow 5.00% LS 847,883 42,394
Design Development Cost Estimate
Fire Station #21 October 5, 2025
Ross Valley Fire MTI Job No. 25-1114
Town of Fairfax, California
Building and Sitework
Component Summary $/SF Total $
A10 Foundations 0.00 0
A20 Basement Construction 0.00 0
B10 Superstructure 5.50 13,919
B20 Enclosure 1.89 4,797
B30 Roofing 0.99 2,500
C10 Interior Construction 34.63 87,690
C20 Stairs 4.89 12,380
C30 Interior Finishes 34.04 86,200
D10 Conveying 0.00 0
D20 Plumbing 30.70 77,738
D30 HVAC 21.14 53,518
D40 Fire Protection 3.00 7,596
D50 Electrical 55.14 139,624
E10 Equipment 4.34 11,000
E20 Furnishings 10.27 26,000
F10 Special Construction 0.00 0
F20 Selective Building Demolition 15.76 39,902
G10 Site Preparation 0.00 0
G20 Site Improvement 0.00 0
G30 Site Mechanical Utilities 0.00 0
G40 Site Electrical Utilities 0.00 0
G90 Other Site Construction 0.00 0
Current Direct Construction Cost 222.30 562,864
Design Contingency 7.5% 16.67 42,215
Current Direct Construction Cost with Design Contingency 238.97 605,079 Bonds and Insurance 2.5% 5.97 15,127
General Conditions 20.0% 48.99 124,041
General Requirements 5.0% 14.70 37,212
GC Overhead and Profit 5.0% 15.43 39,073
Cost Escalation to Midpoint of Construction1
3.3% 10.80 27,351
Total Construction Cost 334.87 847,883
1 Cost escalation to midpoint of construction in April 2026 - 8 months at 5% per annum.
Design Development Cost Estimate
Fire Station #21 October 5, 2025
Ross Valley Fire MTI Job No. 25-1114
Town of Fairfax, California
Building and Sitework
Component Detail Quantity Unit Rate Subtotal $ Total $
A10 Foundations 0
A20 Basement Construction 0
B10 Superstructure 13,919
Vertical construction 3,850
Wood posts, dimensional lumber 154 BF 25.00 3,850
Floor construction 1,000
Engineered beams, 5-1/4" x 11-
7/8" 20 LF 50.00 1,000
Roof construction 1,655
Engineered beams, 3-1/2" x 11-
7/8" 37 LF 40.00 1,480
Wood headers, dimensional
lumber 7 BF 25.00 175
Miscellaneous 7,414
Infill at removed fire pole 1 LS 850.00 850
Straps and connections - allow 1 LS 1,500.00 1,500
Miscellaneous metals and rough
carpentry - allow 2,532 SF 2.00 5,064
B20 Enclosure 4,797
Exterior walls 4,797
Patch and repair of gypsum board
to inside face of exterior wall 2,231 SF 2.15 4,797
B30 Roofing 2,500
Roof coverings 2,500
Patch and repair at new work -
allow 1 LS 2,500.00 2,500
Design Development Cost Estimate
Fire Station #21 October 5, 2025
Ross Valley Fire MTI Job No. 25-1114
Town of Fairfax, California
Building and Sitework
Component Detail Quantity Unit Rate Subtotal $ Total $
C10 Interior Construction 87,690
Interior partitions 47,710
Wood stud partition framing, 4" 940 SF 15.00 14,100
Wood stud partition framing, 6" 86 SF 16.50 1,419
Acoustic batt insulation 1,026 SF 2.25 2,309
Gypsum board partition
sheathing, taped and sanded 2,052 SF 5.50 11,286
Patch and repair existing gypsum
board at partitions to remain 1,533 SF 2.15 3,296
Temporary wall, 12' tall - allow 76 LF 150.00 11,400
Interior glazing 20 SF 95.00 1,900
Premium for fire rated glazing 20 SF 100.00 2,000
Interior doors 28,650
Hollow metal door, frame, and
hardware, single 2 EA 4,000.00 8,000
Solid core wood door in hollow
metal frame with hardware,
single 5 EA 3,850.00 19,250
Premium for fire rated glazed lite 2 EA 500.00 1,000
Access door 1 EA 400.00 400
Fittings 11,330
Code-required signage - allow 2,532 SF 1.00 2,532
Directional signage and graphics -
by Owner 1 LS 0.00 0
Markerboards and tackboards -
by Owner 0 0
Toilet and bath accessories
including folding shower bench -
allow 1 LS 5,000.00 5,000
Miscellaneous fittings including
closet shelving, corner guards,
and fire extinguisher cabinets -
allow 2,532 SF 1.50 3,798
C20 Stairs 12,380
Stair construction and finishes 12,380
Short stair flight including
railings to reach window, interior 1 FLT 3,500.00 3,500 New handrail at existing stair,
interior 48 LF 185.00 8,880
Design Development Cost Estimate
Fire Station #21 October 5, 2025
Ross Valley Fire MTI Job No. 25-1114
Town of Fairfax, California
Building and Sitework
Component Detail Quantity Unit Rate Subtotal $ Total $
C30 Interior Finishes 86,200
Wall finishes 23,545
Ceramic wall tile 168 SF 35.00 5,880
FRP panel 344 SF 15.00 5,160
Paint to walls, partitions, doors,
frames, and trim - allow 5,002 SF 2.50 12,505
Floor finishes 34,155
Existing flooring to remain,
protect in place 447 SF 2.00 894
Ceramic tile floor 137 SF 38.00 5,206
Carpet 522 SF 8.00 4,176
LVT 1,426 SF 12.00 17,112
Ceramic tile base, coved 69 LF 35.00 2,415
Wood base 512 LF 8.50 4,352
Ceiling finishes 28,500
Suspended gypsum board ceiling,
painted 739 SF 20.00 14,780
Paint to existing ceiling or
exposed beams 2,037 SF 5.00 10,185
Gypsum board soffit, paint 101 SF 35.00 3,535
D10 Conveying 0
D20 Plumbing 77,738
Sanitary fixtures and connection piping 23,900
WC-1) Watercloset 2 EA 3,000.00 6,000
LV-1) Lavatory 2 EA 2,700.00 5,400
SH-1) Shower 2 EA 4,000.00 8,000
KS-1) Kitchen sink 1 EA 4,500.00 4,500
Sanitary waste, vent and service piping 39,495
Floor drain, 2" w/trap primer 1 EA 2,000.00 2,000
Vent tru roof 3 EA 175.00 525
Wastes, vents and fittings, <=4” 147 LF 150.00 22,050
Domestic cold water <=2”, 63 LF 65.00 4,095
Domestic hot water <=1”,
Copper L 121 LF 60.00 7,260
Insulation 121 LF 15.00 1,815
Valves and specialties 7 FX 250.00 1,750
Design Development Cost Estimate
Fire Station #21 October 5, 2025
Ross Valley Fire MTI Job No. 25-1114
Town of Fairfax, California
Building and Sitework
Component Detail Quantity Unit Rate Subtotal $ Total $
Water treatment, storage and circulation 1,500
Existing water heater to remain 1 EA 0.00 0
Expansion tank, existing to
remain 1 EA 0.00 0
Circulation pump 1 EA 1,500.00 1,500
Surface water drainage 1,266
Modify as required - allow 2,532 GSF 0.50 1,266
Other plumbing systems 11,577
Testing and sterilization 11 HR 150.17 1,577
Seismic bracing, core drilling, fire
stopping, detailing, project
requirements and management 1 LS 10,000.00 10,000
D30 HVAC 53,518
Piping, fittings, valves and insulation 0
Existing to remain 0
Air handling equipment 0
Existing equipment to remain 0
Air distribution and return 18,464
Modify existing air distribution as
required 2,532 GSF 5.00 12,660
New galvanized ductwork 322 LBS 18.00 5,804
Diffusers, registers and grilles 4,300
Ceiling diffuser 4 EA 400.00 1,600
Transfer grille 6 EA 450.00 2,700
Controls and instrumentation 12,660
Allow 2,532 GSF 5.00 12,660
Testing and balancing 5,064
Allowance 2,532 GSF 2.00 5,064
Unit ventilation 6,030
Galvanized steel ductwork,
exhaust - allow 1 LS 2,500.00 2,500
EF-1) Exhaust fan, 80 cfm 2 EA 320.00 640
EF-2) Exhaust fan, 110 cfm 1 EA 440.00 440
H-1) Hood fan, 350 cfm 1 EA 2,450.00 2,450
Design Development Cost Estimate
Fire Station #21 October 5, 2025
Ross Valley Fire MTI Job No. 25-1114
Town of Fairfax, California
Building and Sitework
Component Detail Quantity Unit Rate Subtotal $ Total $
Miscellaneous HVAC 7,000
Seismic bracing, core drilling, fire
stopping, detailing, project
requirements and management 1 LS 7,000.00 7,000
D40 Fire Protection 7,596
Sprinklers 7,596
Modify existing fire sprinkler
system as required 2,532 GSF 3.00 7,596
D50 Electrical 139,624
Main normal power distribution 15,266
B) Panelboard, 50A 1 EA 2,500.00 2,500
Conduit and cable 100 LF 115.00 11,500
Grounding 2,532 GSF 0.50 1,266
Machine and equipment power 6,330
Miscellaneous switches and
connections 2,532 GSF 2.50 6,330
User convenience power 16,498
Receptacles, including conduit
and wire
Duplex 24 EA 425.00 10,200
Duplex - gfci 5 EA 500.00 2,500
J-box allowance 2,532 GSF 0.50 1,266
Allowance 2,532 GSF 1.00 2,532
Lighting 54,410
Fixtures, including conduit and
wire
L1) Downlight, 6" diameter 20 EA 650.00 13,000
L2) Downlight, 6" diameter,
damp location 4 EA 650.00 2,600
L3) Square LED, damp location 2 EA 700.00 1,400
L4) Surface mounted strip light,
4' 1 EA 800.00 800
L5) Decorative pendant 1 EA 1,200.00 1,200
L6) Surface mounted strip light,
4' 12 EA 800.00 9,600
Single pole switch 6 EA 400.00 2,400
Occupancy sensor, ceiling
mounted 7 EA 650.00 4,550
Design Development Cost Estimate
Fire Station #21 October 5, 2025
Ross Valley Fire MTI Job No. 25-1114
Town of Fairfax, California
Building and Sitework
Component Detail Quantity Unit Rate Subtotal $ Total $
Occupancy sensor, wall mounted 2 EA 600.00 1,200
Dimmer switch 10 EA 500.00 5,000
Allowance 2,532 GSF 5.00 12,660
Telephone and communications systems 12,660
Allowance 2,532 GSF 5.00 12,660
Fire alarm systems 8,614
Fire alarm main panel and
annunciator - modify existing for
new devices 2,532 GSF 2.00 5,064
Fire alarm devices, including
conduit and cable
Smoke detector 3 EA 900.00 2,700
CO2 detector 1 EA 850.00 850
Security, conduit, wire and hardware 7,596
Allow 2,532 GSF 3.00 7,596
Other electrical systems 18,250
Seismic bracing, core drilling, fire
stopping, detailing, project
requirements and management 1 LS 18,250.00 18,250
E10 Equipment 11,000
Institutional equipment 11,000
Electric stove, CFCI 1 EA 3,500.00 3,500
Range hood, CFCI 1 EA 1,500.00 1,500
Dishwasher, CFCI 1 EA 1,500.00 1,500
Refrigerator/freezer, standard
residential, CFCI 1 EA 4,500.00 4,500
E20 Furnishings 26,000
Fixed furnishings 26,000
Base cabinet, high pressure
laminate finish 9 LF 500.00 4,500
Kitchen island 13 SF 800.00 10,400
Wall cabinet, high pressure
laminate finish 8 LF 425.00 3,400
Tall storage cabinet, high
pressure laminate finish 4 LF 625.00 2,500
Design Development Cost Estimate
Fire Station #21 October 5, 2025
Ross Valley Fire MTI Job No. 25-1114
Town of Fairfax, California
Building and Sitework
Component Detail Quantity Unit Rate Subtotal $ Total $
Replace countertop at existing
base cabinet and refinish 16 LF 325.00 5,200
F10 Special Construction 0
F20 Selective Building Demolition 39,902
Building elements demolition 24,902
Remove existing:
Interior partition 82 LF 45.00 3,690
Door, frame, and hardware 6 EA 150.00 900
Casework 32 LF 50.00 1,600
Handrail at stair 48 LF 15.00 720
Interior glazing 20 SF 10.00 200
Fire pole and accessories 1 EA 1,500.00 1,500
Floor finish 2,085 SF 2.50 5,213
Ceiling finish 739 SF 3.00 2,217
MEP trade demolition 2,532 SF 2.50 6,330
Miscellaneous demolition - allow 2,532 SF 1.00 2,532
Hazardous components abatement 15,000
Abate asbestos in ducts, drywall,
and roofing - allow 1 LS 15,000.00 15,000
ATTACHMENT B
RESOLUTION 25-___
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF FAIRFAX AUTHORIZING THE TOWN MANAGER TO EXECUTE A LOAN AGREEMENT NOT TO EXCEED $1,600,000 BETWEEN THE TOWN OF FAIRFAX AND MARIN COUNTY FOR THE FIRE STATION 21 REMODEL
PROJECT
WHEREAS, the Town of Fairfax (the “Town”) is a municipality located in the County of Marin; and WHEREAS, the Town of Fairfax requests the sum of $1,600,000.00 be transferred from the funds in the custody of the Finance Department of the County of Marin; and WHEREAS, said funds are to be used for financing the Fire Station 21 Remodel Project identified in the Town’s adopted FY25-26 CIP budget; and
WHEREAS, the Town of Fairfax has been offered favorable borrowing terms from the County of Marin which would provide the Town with a loan in the amount of One Million Six Hundred Thousand dollars ($1,600,000) and enable the Town to finance the Fire Station 21 Remodel for a period of five years at an interest rate of 4.878%; and
WHEREAS, the loan will be secured by the Town’s property tax revenues, and the debt payments will be made annually to the County of Marin with no prepayment penalty should the Town seek to pay off the debt earlier than the termination date.
NOW, THEREFORE, BE IT RESOLVED, by the Town Council of the Town of Fairfax that the Town Manager is hereby authorized to execute the FIVE YEAR TERM NOTE with the COUNTY OF MARIN and to do everything necessary and appropriate to receive the funds from the County of Marin to finance the Fire Station 21 Remodel project as approved by the Council.
The foregoing resolution was duly passed and adopted at a meeting of the Town Council of the Town of Fairfax held in said Town on the 15th day of October 2025 by the following vote, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
Attest:
_____________________ _____________________________
Lisel Blash, Mayor Christine Foster, Deputy Town Clerk
***$1,600,000.00***
Town of Fairfax
Marin County, CA
5 YEAR TERM NOTE
Town of Fairfax
Marin County, CA
5 YEAR TERM NOTE
1 ATTACHMENT C
INTEREST RATE: MATURITY DATE: ISSUE DATE:
4.731% November 1, 2030 November 1, 2025
REGISTERED OWNER: COUNTY OF MARIN, CALIFORNIA
PRINCIPAL SUM: $1,600,000.00
The Town of Fairfax (“District”), of Marin County (“County”) State of California (the “District” acknowledges itself indebted, and promises to pay, to the (“County ”), on the Maturity Date stated above, the Principal Sum stated above, in lawful money of the United States of America, and to pay interest hereon in like lawful money at the rate per annum stated above, calculated on the basis of 360-day year composed of twelve 30-day months. The principal of and interest on this Note shall be payable at maturity to the “County of Marin.” It is hereby certified, recited and declared that this Note, in the aggregate principal amount of $1,600,000.00, issued pursuant to the provisions of a resolution of the Town of Fairfax, District of Marin County, CA, entitled “Resolution of the Town of Fairfax for the purpose of borrowing funds to finance improvements to the Ross Valley Fire Station 21, duly passed and adopted on October 15, 2025 (the “Resolution”), and pursuant to Article 7.6 (commencing with section 53850) of Chapter 4, Part 1, Division 2, Title 5, of the California Government Code, and that all things, conditions and acts required to exist, happen and be performed precedent to and in the issuance of this Note exist, have happened and have been performed in regular and due time, form and manner as required by law, and that this Note, together with all other indebtedness and obligations of the District, does not exceed any limit prescribed by the constitution or statutes of the State of California.
The principal amount of this Note, together with the interest hereon, shall be payable from taxes, revenue and other moneys which are received by the District for the Fiscal Year 2025/2026 and annually thereafter until maturity, and specifically with respect to the annual fee revenue and pledged all revenues receivable by the District (such pledged amounts being hereinafter called the “Pledged Revenues”). The principal of this Note and the interest hereon shall constitute a first lien and charge thereon and shall be paid from the Pledged Revenues. To the extent not so paid from the Pledged Revenues, this Note shall be paid from any other moneys of the District lawfully available for the repayment of this Note and interest hereon. The District has irrevocably directed the Marin County Director of Finance to transfer to the “County of Marin,” on the maturity date of the Note, the total principal amount of the Note, plus interest accrued thereon to such date. This Note is not subject to exchange or transfer.
***$1,600,000.00***
Town of Fairfax
Marin County, CA
5 YEAR TERM NOTE
Town of Fairfax
Marin County, CA
5 YEAR TERM NOTE
2 ATTACHMENT C
IN WITNESS WHEREOF, the Town of Fairfax, CA has caused this Note to be issued in the name of the District and to be executed by the manual signature of the TITLE OF AUTHORIZED SIGNER, all as of the issue Date stated above.
TOWN OF FAIRFAX
By_________________________________
Heather Abrams, Town Manager
COUNTY OF MARIN
By_________________________________
Mina Martinovich, Director of Finance
Countersigned:
_______________________________
Michael Vivrette, Finance Director
Attest:
By_______________________
Karen Shaw, Division Chief
Marin County Investment Pool
PROJECTED FINANCING TERMS
COUNTY FIRE STATION LOAN
(SUBJECT TO CHANGE BASED ON APPROVAL DATE)
RATE CALCULATION
COMPARABLE RATES
US Agencies 3.7-3.75
Treasuries 3.743
Blended Rate 3.731
Borrower: Town of Fairfax (Ross Valley Fire Dept)
Amortization Schedule
Date Payment Principal Interest Remaining Bal
11/1/2025 $ 1,600,000
1 11/1/2026 $ 366,816 $ 291,120 $ 75,696 1,308,880
2 11/1/2027 366,816 304,893 61,923 1,003,987
3 11/1/2028 366,816 319,317 47,499 684,670
4 11/1/2029 366,816 334,424 32,392 350,246
5 11/1/1930 366,816 350,246 16,570 0
$ 1,834,080 $ 1,600,000 $ 234,080
11/1/2025
4.731%
5 11/1/2030
1 $1,600,000
Loan Start Date:
Loan Term (in years):
Annual Interest Rate:
Maturity Date
Payments Per Year:
Loan Amount:
ATTACHMENT D