FAIRFAX TOWN COUNCIL MEETING
STAFF REPORT
MEETING DATE March 4, 2026
PREPARED FOR Mayor and Town Council
PREPARED BY Kristin Arnold, PE - Public Works Director
SUBJECT Adopt a Resolution Authorizing the Town Manager to Execute a Fourth Amendment to the Professional Services Agreement between the Town and Fairchild Broms Design to Add Construction Management Services for the Fire Station 21 Remodel Project, in an amount not to exceed $80,200; 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 a Fourth Amendment to the Professional Services Agreement between the Town and Fairchild Broms Design to add construction management services for the Fire Station 21 Remodel Project, in an amount not to exceed $80,200; 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, 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. • December 2025 – The 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. It was anticipated that an additional amendment would be needed before the project was completed.
• February 2026 – The Council authorized the Town Manager to Execute an Agreement with O’Neill Built Construction to remodel the Community Center into Temporary Living Quarters for fire personnel.
DISCUSSION
Staff is requesting approval of a Fourth Amendment to the Fairchild Broms Design (FBD) agreement to provide Construction Management (CM) services during the pre-construction, construction, and closeout phases of the project. As the project moves from design into active construction, the level of coordination, documentation, and on-site oversight increases substantially. A dedicated construction manager will help control cost, schedule, and quality. While the architect will continue to provide design support by interpreting drawings and resolving technical questions, CM services focus on contract administration and day-to-day oversight, including monitoring progress, reviewing contractor payment requests, tracking schedule impacts, and documenting field decisions.
Under the proposed Fourth Amendment, FBD will provide comprehensive CM services to guide the project through pre-construction, active construction, and close-out. FBD will serve as the Town’s representative during construction, acting as the central point of coordination among all the groups involved. These services are intended to provide proactive oversight, maintain clear communication, and ensure the project is delivered in accordance with the approved scope, budget, and schedule. Specifically, the CM scope includes:
• Provide a primary point of contact for regular coordination with Town staff, the Ross Valley Fire Department, the design team, and the contractor.
• Maintaining and managing the master project schedule and aligning it with the contractor’s schedule to reduce the risk of delays.
• Administering construction documentation, including pay applications, Request for Information (RFIs), submittals, change orders, and close-out materials. • Conducting regular site observations and preparing written progress reports to ensure quality control.
• Chairing weekly progress meetings and maintaining documentation for accountability and transparency.
• Supporting testing and inspection procurement, overseeing punch list completion, and managing warranty follow-up.
The total cost to add CM services to the project is $80,200; this does not increase the total project cost estimate of $1.6 million; and, this additional amendment was anticipated when the third amendment was discussed in December 2025. Table 1 below details the updated not-to-exceed total cost for the FBD agreement and proposed amendment. This is the last anticipated amendment for the FBD agreement.
TABLE 1: FAIRCHILD BROMS CONTRACT SUMMARY
CONTRACT ITEM Cost
ORIGINAL AGREEMENT $47,000
AMENDMENT #1 – DESIGN CHANGES $16,500
AMENDMENT #2 – UPDATE COST ESTIMATE $9,500
AMENDMENT #3 – DESIGN SERVICES DURING CONSTRUCTION $84,956 AMENDMENT #4 (CONSTRUCTION MANAGEMENT – CURRENT REQUEST) $80,200 UPDATED NOT-TO-EXCEED TOTAL $238,156
CM services provide dedicated oversight that supplements staff capacity and ensures timely review of contractor submittals, pay applications, and field conditions. This structure allows Town staff to remain focused on multiple projects while ensuring daily construction administration is handled consistently.
FBD provided similar CM services for the San Anselmo Station 20 project and was recommended by the Ross Valley Fire Department. Additionally, amending the existing agreement allows the Town to maintain project continuity and schedule, rather than initiating a separate Request For Proposal (RFP) process to procure a construction manager, which would delay the project. These services were anticipated and included in the approved $1.6 million project budget and do not represent an unplanned expansion of the project scope.
Next Steps
The next steps are to award the construction contract and move fire personnel into the temporary living quarters. Staff plans to return to the council to award the Station 21 remodel contract.
Estimated schedule for the remainder of the project:
DATE ACTIVITY
MARCH 18, 2026 Bid opening
APRIL 15, 2026 Award construction contract
MAY/JUNE 2026 Start construction
OCTOBER/NOVEMBER 2026 End construction
DECEMBER 2026 Restore Community Center and close out project
FISCAL IMPACT
The fourth amendment with FBD is for an additional $80,200, for a total not to exceed contract amount of $238,156. All costs were budgeted for and can be funded under Station 21 Improvements Project (53- 5).
ATTACHMENTS
A. Fourth Amendment Scope of Services
B. Resolution Fourth Amendment to the Professional Services Agreement with FBD Fairchild
Broms
Design
Project #23004 Page 1
AMENDMENT 04
September 22, 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 Project Management Services for 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: $ 84,956
Amendment 04: $ 80,200
Total Authorized: $ 238,156
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 San Anselmo Fairchild Broms Design __________________________________ _____________________09.22.2025______ Signature / Date Signature / Date
__________________________________ ______Jessica Fairchild, AIA_______________ Print name and title 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 04
Attachment ‘A’ – Scope of Additional Services & Compensation I. Scope of Additional Services
We propose to provide to the Town of Fairfax (“the Town”) the following services, which include project management services as outlined below for the Pre-construction, Construction Administration and Close-out phases of work:
1. serving as manager and primary point of contact for Project on the Town’s behalf, providing regular coordination with Town’s Project Manager, Town staff, the Ross Valley Fire Department’s project leader, the Project’s design team, outside agencies, and the awarded builder’s team.
2. development and maintenance of the Master Project schedule, and its coordination with the builder’s project schedule to manage alignment, progress and avoidance of delay;
3. preparation of Neighborhood Outreach plan, in tandem with the awarded builder’s project manager, to keep neighbors informed of the project’s progress and mitigate concerns raised by neighbors related to the builder’s operations and logistics, or those of utility services or other agencies.
4. chairing weekly progress meetings and preparation and distribution of progress meeting minutes and other meetings required for the Project;
5. administration of Construction Administration phase documents (document control), including, but not limited to, builder’s Pay Applications, Change Order Requests, Requests for Information, Submittals, Mock-ups and specified close-out documents, using the Town’s preferred cloud-based software system;
6. administration of Applications for Payment, including monitoring of construction progress reported in pay applications, pre-lien and lien releases, retention releases and maintenance of the payment schedule.
7. assistance to the Town in their administration of the builder’s contract, including review of Change Order Requests;
8. assistance to the Town in obtaining Testing and Inspection supplier bids, including preparing RFP’s, evaluation of proposals and recommendations for awards.
9. regular observation at the Project site, with frequency as authorized by the Town, for progress of construction and, if required, observation of materials purchased and stocked off-site for verification of completed work for progress payment;
10. preparation of periodic written progress reports to the Town;
11. observation of the Project during the project close-out process, including observations of commissioning, corrective action (“punch lists”), close-out submittal review and final payment administration.
12. warranty call-back administration and follow-up.
Fairchild
Broms
Design
Project #23004 Page 2
II. 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 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.
Fairchild
Broms
Design
Standard Rates Page 1
$260 / hour
$300 / hour
$260 / hour
$140 - 160 / hour
$110 / hour
$0.70 / mile
Cost plus 10%
Cost plus 10%
Fairchild Broms Design – Attachment B
Schedule of Rates (January 1, 2025)
Schedule of Professional Services
Principal / Architect of Record
Specifications
Project Management
Designer / Drafter
Administrative
Schedule of Reimbursable Expenses
Transportation:
Deliveries/Postage:
Plots/reproductions:
In House Copies / plots:
BW 8.5x11 $0.50/ page/copy
Color 8.5x11 $1.00/ page/copy
BW 11x17 $0.75/page/copy
Color 11x17 $3.00/ page/copy
Ross Valley Fire Department Fire station 21 Second Floor Renovation ASA 04
Attachment ‘A’ – Scope of Additional Services & Compensation, Table 1 Discipline
Permit
Corrections
(Estimated
8 Weeks)
Permit
Corrections
Estimated
Hours
PreConstruction
(10 Weeks)
PreConstruciton
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
Project
Management $0 0 $11,520 48 $62,920 526 5,760 24 $80,200 598 Total $0 0 $11,520 48 $62,920 526 5,760 24 $80,200 598
Town of Fairfax ATTACHMENT B
Resolution No. 26-XX
RESOLUTION
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF FAIRFAX
AUTHORIZING THE TOWN MANAGER TO EXECUTE A FOURTH AMENDMENT TO THE
PROFESSIONAL SERVICES AGREEMENT WITH FAIRCHILD BROMS DESIGN TO ADD CONSTRUCTION MANAGEMENT SERVICES FOR FIRE STATION 21 REMODEL PROJECT, IN AN AMOUNT NOT TO EXCEED $80,200.
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 modified the Agreement through the third Amendment for cost estimating services on August 6, 2025 for $84,956; and WHEREAS, Town and Consultant now wish to amend the Agreement for a fourth time to modify the scope of work and compensation provisions of the original Agreement and first, second, and third amendments for an additional $80,200 (for a total contract amount of $238,156); and WHEREAS, This third amendment will add services for construction management services during pre-construction, construction and closeout 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 Fourth Amendment to the Professional Services Agreement with Fairchild Broms for $80,200; and
2. The Town Manager is authorized to pay the amount listed in the amendment for a total contract amount not to exceed $238,156.
3. This resolution shall become effective immediately, as determined by law or policy.
Town of Fairfax ATTACHMENT B
Resolution No. 26-XX
PASSED, APPROVED, AND ADOPTED by the Town Council of the Town of Fairfax on this 4th day of March 2026, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
_____________________________________ _______________________________________
STEPHANIE HELLMAN CHRISTINE FOSTER
MAYOR DEPUTY TOWN CLERK