FAIRFAX TOWN COUNCIL MEETING
STAFF REPORT
MEETING DATE December 3, 2025
PREPARED FOR Mayor and Town Council
PREPARED BY Kristin Arnold, PE - Public Works Director
SUBJECT Adopt Two Resolutions (1) Authorizing the Town Manager to Execute a Third Amendment to the Professional Services Agreement between the Town and Fairchild Broms Design, and (2) a Lease Agreement between the Town and the Property Oweners of 21 Park Road for the Fire Station 21 Remodel Project
RECOMMENDATION
Adopt Two Resolutions (1) Authorizing the Town Manager to Execute a Third Amendment to the Professional Services Agreement between the Town and Fairchild Broms Design, and (2) a Lease Agreement between the Town and the Property Oweners of 21 Park Road 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, and 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 longstanding 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 with Fairchild Broms Design to prepare a cost estimate based on the design development drawings.
• October 2025 – The Council authorized the Town Manager to execute a $1,600,000 loan agreement with Marin County to complete the remodel project.
DISCUSSION
Now that the remodel project is fully funded, the next steps are to finish design, bid, and award the project, and set up temporary living quarters. At this time, Council is requested to approve a third amendment for the Fairchild Broms Design contract - to add bidding and design services during construction to the
agreement with Fairchild Broms Design (FBD), and to approve a lease agreement for 21 Park Road to be used as temporary offices for staff.
Third Design Amendment
It’s common and best practice to have the design team provide assistance throughout bidding and construction. This work was not included in the original agreement or other amendments with FBD.
However, this work was budgeted for, and this Amendment was accounted for in the cost estimate presented on October 15, 2025. The total cost of this Amendment is $84,996, and it will add the following summarized scope to the agreement:
1) Coordinate permitting, respond to plan checks, and develop the bid schedule. 2) Assistance with contractor questions and addenda during the bidding process. 3) Design support during construction for submittals, Request for Information (RFIs), weekly on-site contractor meetings, and field observation reports.
4) Punch list and close-out assistance.
This third Amendment will bring the total not to exceed amount to $157,996. The total agreement costs are laid out below.
Original Agreement = $47,000
Amendment #1 = $16,500
Amendment #2 = $9,500
Amendment #3 (current amendment) = $84,996
Updated not to exceed amount = $157,996
Lease Agreement – Temporary Office Space
Staff and the Fire Department have determined that the Community Center will serve as temporary living quarters for fire personnel during the remodel project. This location allows the existing garage to be used for the fire engine, saving the cost of building a temporary garage and keeping response times nearly the same. While the Community Center still requires upgrades to serve as living quarters, after extensive evaluation, this is the most economical option. Fire personnel cannot be located across the street from where the engine is stored.
Currently, five staff members at the Community Center need to be temporarily relocated. A house across the street from the Community Center, 21 Park Road, is available for the Town to rent for the duration of the remodel project. The house has space for five work areas, a kitchen, and a bathroom. There is also enough space to set up a staff meeting room, similar to what is currently available for staff use in the Community Center.
The lease agreement will be month-to-month and will include all utilities. While the estimated construction schedule is six months, the estimate for the rental agreement is 10 months to allow time for living quarter renovations, move-ins, and move-outs. With a monthly rent of $3,500, Staff recommends
adopting a resolution authorizing the Town Manager to execute a lease agreement with an amount not to exceed $35,000. This amount was accounted for in the cost estimate presented on October 15, 2025.
Next Steps
The next steps are to complete the permit-level drawings and specifications, complete permit review, and bid the project, while simultaneously setting up the temporary living quarters. Staff will return to the council to request additional services under FBD’s agreement for construction management services, contracts for temporary living quarter renovations, and to Award the Station 21 remodel contract.
Estimated schedule for the remainder of the project:
DATE ACTIVITY
DECEMBER 2025 Building permit review and edits
FEBRUARY/MARCH 2026 Bid opening
APRIL/MAY 2026 Award construction contract
JUNE/JULY 2026 Start construction
JANUARY 2027 End construction
FEBRUARY 2027 Restore Community Center
MARCH 2027 Estimated project completion
FISCAL IMPACT
The third amendment with FBD is for an additional $84,996, for a total contract amount of $157,996. The lease agreement will be a not to exceed $35,000. All costs were budgeted for and can be funded under Station 21 Improvements Project (53-5).
ATTACHMENTS
A. Third Amendment Scope of Services
B. Resolution Third Amendment to the Professional Services Agreement with FBD C. Resolution Lease Agreement
Fairchild
Broms
Design
Project #23004 Page 1
AMENDMENT 03
September 22, 2025
Revised November 13, 2025
Town of Fairfax
142 Bolinas Road
Fairfax, CA 94930
Attn: Heather Abrams
Project: Ross Valley Fire Department Fire station 21 Second Floor Renovation Scope of Services:
This letter amends the Agreement dated December 6, 2023 between Fairchild Broms Design (“FBD”) and the Town of Fairfax (“Town”) for the above project.
The Scope of Services in this Amendment includes the following phases of work:
• Permit & Bidding
• Construction Administration
• Close-out
This Amendment is therefore based on the scope, deliverables, and assumptions shown in Attachment ‘A’.
Compensation:
This amendment shall increase the total contract amount authorized to date.
Original Contract Amount: $ 47,000
Amendment 01: $ 16,500
Amendment 02: $ 9,500
Amendment 03: $ 84,996
Total Authorized: $ 157,996
Any additional services will be based on the attached Rate Schedule.
Please sign and return one copy as authorization to proceed. Receipt of a signed copy shall be confirmation of authorization to proceed to provide the above services for this project.
Client Consultant
Heather Abrams, Jessica Fairchild, AIA
Town Manager, Town of Fairfax Fairchild Broms Design
__________________________________ _____________________01.13.2025 Signature / Date Signature / Date
__________________________________ Jessica Fairchild, AIA Print name and title
Attachments: Attachment ‘A’ – Scope of Additional Services & Compensation
ATTACHMENT A
Fairchild
Broms
Design
Project #23004 Page 1
Ross Valley Fire Department Fire station 21 Second Floor Renovation ASA 03
Attachment ‘A’ – Scope of Additional Services & Compensation I. Scope of Additional Services
We propose to provide the following services, which include architecture, specifications, structural engineering and mechanical/electrical/plumbing engineering to the Town of Fairfax (“the Town”):
A. Additional Project Scope
1. Documentation of the replacement of the roofing system rather than patching.
B. Permitting and Bidding – 10 weeks, estimated (Bidding: 8 weeks, Permitting: estimated 10 weeks)
1. Services
a. Coordinate with the Town of Fairfax to submit for a building permit. b. Respond to plan check comments.
c. Coordinate with the Town and General Contractor regarding issuance of the permit.
d. Assist the town in the development of the Bid Schedule Table. e. Respond to Bid Requests, via the Town’s project manager, for Information posed by bidders. Note: a maximum of eight (8) hours is included in this task.
f. Furnish revised documents to the Town’s project manager to Bid RFI’s, if required.
2. Meetings
a. Three (3) bi-weekly check-in meetings, via video conference. We assume that meeting memoranda from these meetings will be prepared by others. b. Meetings as required with agencies having jurisdiction.
3. Deliverables
a. Drawing and specification updates based on plan check and bidding comments.
b. Meeting memoranda from meetings with agencies having jurisdiction.
C. Construction Phase – 24 Weeks, estimated.
1. Services
a. Respond to Requests for Information (RFI’s) and review submittals and change order requests furnished by the General Contractor. b. Observe the work in progress.
c. Issue Architect’s Supplementary Instructions (ASI).
2. Meetings
a. Twenty-four (24) Owner Architect Contractor (OAC) meetings and site observations. This proposal assumes that OAC meeting memoranda are prepared by others.
b. Twenty-four (24) site observations done at the same time as scheduled OAC meetings, to review the work in progress.
Fairchild
Broms
Design
Project #23004 Page 2
3. Deliverables
a. Responses to Requests for Information and Submittals. b. Field observation reports.
c. Architect’s Supplementary Instructions (ASI).
D. Close-out Phase – 3 Weeks.
1. Services
a. Upon notification from the General Contractor, we will visit the project site one (1) time and prepare a punch list of corrective action. b. We will review the punch list one (1) time for sign-off.
2. Meetings
a. Up to two (2) Punch list walk throughs are included in this proposal. The second walk will be to confirm acceptable completion of punch list items.
3. Deliverables: a Punch list of corrective action.
4. As-designed drawing files incorporating RFI response and ASI’s.
II. Notes & Exclusions
A. Services not otherwise outlined in Section I above are not included in our services.
B. Hazardous material documentation and coordination is excluded from our services.
C. Specification-writing, Structural Engineering and Mechanical, Electrical and Plumbing Engineering are included in our Scope of Services. Other specialty consulting, including but not limited to green building, life safety and security design services will be provided by the Town.
D. Alerting, Information technology and audio-visual systems and furnishings will be provided by others, and we will coordinate our services with them during each of the above phases.
E. Graphics and signage are excluded from our services. All signage required by the California Building Code is included in this proposal. Design of other signage is available as an additional service.
F. Materials for bidding, including Invitation to Bid, General and Special Conditions and Division 1 are not included in the technical specifications. We can provide Division 1 as an additional service.
G. Processing of applications for payment and change orders is assumed to be done by others.
H. Changes to the Town’s approved design will be subject to additional service request.
I. Changes to the project schedule.
III. Compensation
We propose to provide our Additional Services outlined in Section II above on an hourly basis, as noted in the attached Table 1 and per Attachment B. Compensation is based on the estimated hours shown. Should the services require additional time from that shown, we will notify the Town in advance and provide an additional service for additional time required.
Ross Valley Fire Department Fire station 21 Second Floor Renovation ASA 03
Attachment ‘A’ – Scope of Additional Services & Compensation, Table 1 Fee Proposal Team
Breakdown
Discipline
Added
Scope
CD's
Permit
Corrections
(Estimated 8
Weeks)
Permit
Corrections
Estimated
Hours
Bidding
(10
Weeks)
Bidding
Estimated
Hours
Construction
Administration
(Estimated 24
Weeks)
Construction
Administration
Estimated
Hours
Close-out
(Estimated
3 Weeks)
Closeout
Hours
Total
Estimated
Fee
Total
Estimated
Hours
Fairchild Broms
Design Architecture $2,080 $2,080 8 $4,160 17 $60,632 233 4,004
15 $72,956 273
Vivian Volz,
Specifications Specifications $700 $700 4 $1,100 6 $2,000 11 0 0
$4,500 20
M&R Engineering MEP Engineering -- Included with
CD's -- $2,500 17 $1,500 10
0 0
$4,000 27
Rbhu Engineering Structural
Engineering -- Included with CD's -- $1,000 5 $2,500 12 0 0 $3,500 16
Total
$2,780 $2,780 12 $8,760 44 $66,632 265 4,004 15 $84,956 336 Town of Fairfax ATTACHMENT B
Resolution No. 25-XX
RESOLUTION NO. 25 -
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF FAIRFAX
AUTHORIZING THE TOWN MANAGER TO EXECUTE A THIRD AMENDMENT TO THE
PROFESSIONAL SERVICES AGREEMENT WITH FAIRCHILD BROMS DESIGN FOR FIRE STATION 21 MODIFICATIONS PROJECT.
WHEREAS, Town and Consultant entered into an Agreement for Professional Services (“Agreement”) on December 6, 2023 for $47,000; and
WHEREAS, Town and Consultant entered into the Agreement for design of modifications to the Town’s Fire Station 21; and
WHEREAS, Town and Consultant modified the Agreement through the first Amendment on February 5, 2025 for $16,500; and
WHEREAS, Town and Consultant modified the Agreement through the second Amendment for cost estimating services on August 6, 2025 for $9,500; and WHEREAS, Town and Consultant now wish to amend the Agreement to modify the scope of work and compensation provisions of the original Agreement and first and second Amendments for an additional $84,966 (for a total contract amount of $157,966); and WHEREAS, This third amendment will add services for permit review, bidding assistance, and design services during construction to the Agreement.
NOW, THEREFORE, BE IT RESOLVED that the Town Council of the Town of Fairfax DOES RESOLVE, DECLARE, DETERMINE AND ORDER AS FOLLOWS:
1. The Town Council hereby authorizes the Town Manager to sign the Third Amendment to the Professional Services Agreement with Fairchild Broms for $84,966; and
2. The Town Manager is authorized to pay the amount listed in the amendment for a total contract amount not to exceed $157,966.
3. This resolution shall become effective immediately, as determined by law or policy.
PASSED, APPROVED, AND ADOPTED by the Town Council of the Town of Fairfax on this 3rd day of December 2025, by the following vote:
Town of Fairfax ATTACHMENT B
Resolution No. 25-XX
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________________________
LISEL BLASH
MAYOR
ATTEST:
_________________________________________
CHRISTINE FOSTER
DEPUTY TOWN CLERK
Town of Fairfax ATTACHMENT C
Resolution No. 25-XX
RESOLUTION NO. 25 -
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF FAIRFAX
AUTHORIZING THE TOWN MANAGER TO EXECUTE A LEASE AGREEMENT WITH PROPERTY OWNERS OF 21 PARK ROAD FOR FIRE STATION 21 REMODEL PROJECT.
WHEREAS, 21 Park Road will be used for temporary office space during the project ; and WHEREAS, 21 Park Road is across the street from the Community Center; and WHEREAS, This temporary office space will provide similar functions to staff as the Community Center currently provides; and
WHEREAS, The Property Owners of 21 Park Road are Christine and Steven Pummill; and WHEREAS, Town and Property Owners agree to a ten (10) month lease timeframe; and WHEREAS, Town and Property Owners agree to a month-to-month lease agreement that includes utilities; and
WHEREAS, 21 Park Road is available to rent starting in January 2026 for $3,500 per month.
NOW, THEREFORE, BE IT RESOLVED that the Town Council of the Town of Fairfax DOES RESOLVE, DECLARE, DETERMINE AND ORDER AS FOLLOWS:
1. The Town Council hereby authorizes the Town Manager to pay and sign a Lease Agreement with Property Owners of 21 Park Road; and
2. The Town Manager is authorized to execute the lease agreement for a total contract amount not to exceed $35,000.
3. This resolution shall become effective immediately, as determined by law or policy.
PASSED, APPROVED, AND ADOPTED by the Town Council of the Town of Fairfax on this 3rd day of December 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
__________________________________
LISEL BLASH
MAYOR
ATTEST:
_________________________________________
CHRISTINE FOSTER
DEPUTY TOWN CLERK