FAIRFAX TOWN COUNCIL MEETING
STAFF REPORT
MEETING DATE February 4, 2026
PREPARED FOR Mayor and Town Council
PREPARED BY Kristin Arnold, PE - Public Works Director
SUBJECT Authorize the Town Manager to Execute an Agreement with O’Neill Built Construction for Temporary Living Quarters at the Community Center for the Fire Station 21 Remodel Project, in an amount not to exceed $50,826, and authorize a 10% contingency of $5,083 for potential unforeseen conditions, for a total project amount not to exceed $55,909; this resolution is not expanding the total project cost, which remains estimated at $1.6 million
RECOMMENDATION
Adopt a Resolution authorizing the Town Manager to execute an agreement with O’Neill Built Construction to complete improvements at the Community Center to serve as temporary living quarters for fire personnel during the Fire Station 21 Remodel Project, in an amount not to exceed $50,826, and authorize a 10% contingency of $5,083 for potential unforeseen conditions, for a total project amount not to exceed $55,909; this resolution is not expanding the total project cost, which remains estimated at $1.6 million.
BACKGROUND
The Town of Fairfax owns and maintains Fire Station 21 (Station 21), located at 10 Park Road, Fairfax, which 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.
• December 2025 – Council authorized the Town Manager to execute a third design amendment with the architect to include assistance during construction and to lease temporary office space at 21 Park Road.
DISCUSSION
During construction of the Fire Station 21 remodel, fire personnel must be relocated to maintain emergency response capabilities. After evaluating multiple options, staff determined that the Community Center is the most practical and cost-effective location for temporary living quarters. This approach allows the existing apparatus bay to remain in service, avoids the cost of constructing a temporary fire engine garage, and maintains response times.
One drawback of this approach is that the restroom serving the playground will need to be temporarily closed to the public during the project. To minimize impacts, the baby changing station will be relocated to an exterior location so it remains publicly accessible, and a portable restroom will be placed close to the playground to provide convenient access for playground users.
To prepare the Community Center for temporary occupancy, the Town proposes entering into an agreement with O’Neill Built Construction. The team who worked on the remodel of RVFD Station 20 recommended O’Neill Built Construction and the company is available during Fairfax’s tight timeframe.
The scope of work includes creating three temporary sleeping rooms; utility upgrades to support kitchen, showering, and laundry needs; and construction of a temporary exterior ramp to keep response times the same. The contractor will also install a backup power system. The majority of the work is temporary in nature and will be removed following completion of the Fire Station remodel. The Community Center will then be restored back to office space.
O’Neill Built Construction has provided a detailed cost estimate totaling $50,826. Staff recommends including a 10% contingency of $5,083 to address unforeseen conditions typical of adaptive reuse and short-duration interior construction, for a total project amount not-to-exceed $55,909.
This work does not require competitive bidding under Town Code and the California Uniform Public Construction Cost Accounting Act (CUPCCAA), as the total project cost is below the informal bidding threshold. Additionally, the work must be completed on an expedited schedule to align with the construction start of the Fire Station remodel, and using a single general contractor for this limited-scope, temporary buildout reduces administrative costs and coordination risks. The recommended resolution is required due to the Town Manager’s spending authority limits; this resolution is not expanding the total project cost, which remains estimated at $1.6 million.
Next Steps
The next steps are to bid the Station 21 remodel project and finish setting up the temporary living quarters. The Temporary living quarters will still need an alerting system and IT equipment. Staff will also return to the council to request additional services under FBD’s agreement for construction management services and to award the Station 21 remodel contract.
Estimated schedule for the remainder of the project:
DATE ACTIVITY
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
There are sufficient funds available within the Station 21 Improvements Project budget to fund the agreement with O’Neill Built Construction for an amount not to exceed $50,826, and a 10% contingency of $5,083. No additional appropriations are required. All costs were budgeted for and will be funded under Fire Station 21 Improvements Project (53-5). This project fits within the $1.6 million estimate for the total project; no new funds are required for the O’Neill Built Construction work on the Community Center to create temporary living quarters for Fairfax’s RVFD firefighters.
ATTACHMENTS
A. O’Neill Built Construction Cost Estimate
B. Resolution Authorizing Agreement with O’Neill Built Construction
O'Neill Built Construction
Estimate
ADDRESS
Town of Fairfax
142 Bolinas Rd
Fairfax, CA 94930
ESTIMATE 3491
DATE 01/16/2026
PROJECT DESCRIPTION
Firehouse 21 Temp Living Qtrs
SITE ADDRESS
16 Park Rd, Fairfax
ACTIVITY AMOUNT
Mobilize, Demo, Prep
- Pick up and mobilize all materials, equipment, crew, etc. - Bring in dump trailer, etc. for removals as needed.
- Protect all surfaces as needed. Install any dust/debris barriers as needed. - Remove and properly dispose of all debris.
- Clean and prep site for new work installation.
Removals:
530.00
Framing and Paneling (Remodel)
Frame and sheetrock in (3) temp rooms within main area as planned. - Selective demolition of existing framing as required for new work - Layout and installation of new wood framing per plans and field conditions - Modify existing walls and framing for new openings and layout changes - Install headers, blocking, backing, and miscellaneous framing as required - Frame soffits, chases, fur-outs, and architectural features as required - Coordinate rough openings for doors, windows, and MEP penetrations 14,410.00
Electrical
General:
- Evaluate main panel, determine circuits which can be combined/used for new needed circuits, etc.
Bedrooms:
- No wiring needed as rooms will use existing outlets with lamps for light. 7,368.00
ATTACHMENT A
Kitchen:
- Add dishwasher outlet tied into least used circuit.
- Add outlet/hardwire for recirculating range hood.
- Tie in additional countertop outlets.
- Install all appliances (NOTE: Fridge, range, dishwasher, and washer+dryer supplied by town).
Baths:
- Run (2) new circuits for each bathroom outlets as needed - Wire in (2) new exhaust fan/light combos, tied into existing switches.
Laundry:
- New laundry circuit for washer and dryer (gas)
All material included.
Plumbing
Gas:
- Run new 3/4 line approx 40' from gas meter, under deck/in crawlspace into closet for new hot water heater.
- Tee off for gas range and gas laundry. Remove wall sheathing sections as needed to run lines from crawlspace.
Water:
- Purchase and install new 40gal gas tank hot water heater within existing closet, strapped per code.
- Tie into existing (assumed galvanized) water lines with new pex and copper for both cold and hot into hot water heater.
- Tie into existing water lines and run for laundry area. Install new recessed water and drain box, along with gas line box.
DWV (drain, waste, venting):
- Confirm approved use of air admittance vents for laundry and/or wet vents for (2) new showers.
- Tie into existing (assumed galvanized) waste lines. (1) tie in, tun approx 20' for laundry.
Open wall paneling to run line and admittance vent with access. (2) tie ins for shower drains, checking venting possibilities - estimate assuming use of nearby toilet venting or wet venting through sink vent.
Install new dryer duct to exterior.
Dishwasher and washer+dryer NOT included.
All other material (INCLUDING hot water heater and shower stalls+hardware) included. 11,778.00
Miscellaneous
Exterior Walkway/Ramp:
- Remove section of existing railing. Large railing members cut and modified to tie into new. - Furnish and install prefabricated aluminum ramp system. - Light excavation to add foundation blocks at supports legs to stabilize ramp. - Tie into existing decking.
NOTE: Not ADAcompliant
All material included.
8,458.00
Cleanup and Demobilize
- Removal of all surface protection (if applicable), all tools, equipment, and any additional materials.
- Remove all trash and broom clean all areas within work scope. - Final walk through, inspection and testing.
1,445.00
Generator (NG/Diesel) and ATS Installation
Install owner-supplied Generac 22kW Guardian Standby Generator (Model 7043) at rear of building on elevated platform (target 2' min above grade; final elevation/location per Town direction and flood requirement)
- Install included Generac 200AAutomatic Transfer Switch (RXSW200A3) - InstallATS downstream of existing service equipment (after existing 100Aservice disconnect / 90Afeeder breaker) to avoid modifying the existing meter-main configuration 6,837.00
near the gas meter
- Re-route existing feeder conductors so the interior house panel is supplied through the ATS for whole-building backup power
- Provide and install all required conduit, fittings, supports, and conductors between existing service equipment, ATS, and generator
- Electrical run from existing service/meter location to generator location (rear of building via under-deck route): approx. 60'–70' total developed length - Provide and install generator control wiring between generator and ATS as required for automatic start/transfer operation
- Provide grounding and bonding per NEC and manufacturer requirements; maintain neutralground bond at existing service disconnect and configure ATS accordingly to avoid parallel neutral paths
- Provide and install new natural gas piping branch from existing gas meter (adjacent to electrical service) to generator location only
- Gas piping route to rear of building via under-deck access: approx. 60'–70' total developed length
- 1-1/4" black steel gas pipe from meter to first branch (range) - Gas piping size for generator branch: 1" black steel
- Provide and install generator gas shutoff valve, union, sediment trap, and final connection at generator
- Elevated platform construction: pressure-treated structural framing with continuous noncombustible top surface consisting of 1/2" exterior-rated cement board plus 26-ga galvanized metal cap/flashing; top surface sized to generator footprint (no wood decking exposed directly beneath generator)
- Anchor generator to platform per manufacturer mounting provisions (3-point anchorage through base pad: 2 front / 1 rear) using appropriate anchors /fasteners for substrate - Maintain required generator clearances to building surfaces and openings per NFPA37 and manufacturer requirements
- Startup, configuration/programming, commissioning, and operational testing of generator/ATS system
- Simulate utility outage to verify automatic start and automatic transfer/return operation - Coordinate inspections with the Town and provide closeout documentation - Exclusion/Owner responsibility: Verify PG&E gas meter/service capacity for added generator load; any PG&E meter/service upgrade or utility work by others Approx $3k for all materials (lowered margin to help stay within budget) Approx 3-4 days with mixed crew.
SUBTOTAL 50,826.00
TAX 0.00
TOTAL $50,826.00
Accepted By
Accepted Date
Town of Fairfax ATTACHMENT B
Resolution No. 25-XX
RESOLUTION NO. 26 -
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF FAIRFAX AUTHORIZING THE TOWN MANAGER TO EXECUTE AN AGREEMENT WITH O’NEILL BUILT CONSTRUCTION AND A 10% CONTINGENCY FOR TEMPORARY LIVING QUARTERS AT THE COMMUNITY CENTER FOR THE FIRE STATION 21 REMODEL PROJECT.
WHEREAS, the Fire Station 21 Remodel Project requires fire personnel to be temporarily relocated during construction in order to maintain emergency response capabilities; and WHEREAS, the Town has determined that the Community Center is the most practical and costeffective location to serve as temporary living quarters for fire personnel during construction; and
WHEREAS, improvements are required at the Community Center to safely and effectively accommodate temporary living quarters, including interior modifications and limited mechanical, electrical, and plumbing upgrades, as well as installation of a temporary exterior ramp; and
WHEREAS, O’Neill Built Construction has provided a cost estimate in the amount of $50,826 to complete the required improvements; and
WHEREAS, staff recommends including a ten percent (10%) contingency to address unforeseen conditions typical of short-duration interior construction, for a total not-to-exceed amount of $55,909; and
WHEREAS, the Town Council finds that the proposed agreement is exempt from competitive bidding requirements pursuant to Town policy and the California Uniform Public Construction Cost Accounting Act due to the limited scope, expedited schedule, and total project cost; and WHEREAS, sufficient funds are available within the Station 21 Improvements Project budget.
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 enter into a Contract with O’Neill Built Construction for $50,826 and utilize a 10% contingency, if necessary, in the amount of $5,083; and
2. The Town Manager is authorized to pay a total amount not to exceed $55,909.
3. This resolution shall become effective immediately, as determined by law or policy.
Town of Fairfax ATTACHMENT B
Resolution No. 25-XX
PASSED, APPROVED, AND ADOPTED by the Town Council of the Town of Fairfax on this 4th day of February 2026, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_____________________________________
STEPHANIE HELLMAN
MAYOR
ATTEST:
_________________________________________
CHRISTINE FOSTER
DEPUTY TOWN CLERK