Agenda Item No: K.5
AGENDA REPORT
DATE: May 6, 2025
TO: Mayor and Council
FROM: David Gassaway, City Manager
SUBJECT: Resolution 2025-66 PW Citywide Facilities Master Plan
Authorizing the City Manager to Execute a Professional Services Agreement with Group 4 Architectural Research + Planning, Inc. for the Development of a Citywide Facilities Master Plan and Authorizing an Update to the Fiscal Year 2024-2025 Budget
Funding Source: $410,000; AB 1600 Government Facilities Fund
Contact: Ryan Panganiban, (707) 428-7017
RECOMMENDED ACTION
Adopt resolution.
STATEMENT OF ISSUE
The City of Fairfield seeks to develop a comprehensive Citywide Facilities Master Plan (Master Plan) to address the future growth, strategic maintenance, and overall sustainability of its municipal facilities. The last facilities master plan update was completed in 2006, and the City has not undertaken a thorough facilities assessment or created a plan t o guide long -term planning and maintenance efforts for its buildings since then . Staff recommends that the City Council authorize the city manager to execute a professional services agreement with Group 4 Architecture Research + Planning, Inc. (Consultant) in an amount not to exceed $ 410,000 for development of the Master Plan and authorize an update to the fiscal year (FY) 2024-2025 budget.
DISCUSSION
The City owns and maintains 28 municipal facilities, including the civic center complex, council chamber, 10 public safety buildings, corporation yard, transportation center and parking structure, and 8 parks and recreation facilities. Addressing future needs has been fragmented, in contrast to developing and impleme nting a cohesive long -term strategy that considers all city facilities, informed by subject matter experts’ evaluations and projected community growth.
Staff recommend conducting a comprehensive plan to survey the needs of internal and external
stakeholders and identify the space needed to serve the community. The Master Plan will identify short-term and long-term vision and develop options and recommendations with supporting cost estimates to guide future decision making, timelines, and steps forward.
Development Impact Fee
The City has experienced significant residential and commercial development in the last ten years. As the City moves toward build out in 2050, w ith the adoption of the general plan in December 2024, the Master Plan will inform the c itywide AB1600 development impact fee update work underway. The Master Plan will be a strategic tool used to guide decision -making pertaining to renovation and justification for the development of new and needed facilities.
Additionally, as the city’s facilities continue to age, the ability to prepare long-term maintenance needs will become a vital part of preserving city assets, allocating appropriate resources, and ensuring city facilities serve the community for as long as possible.
Consultant selection
On March 21, 2022, staff released a Request for Qualifications (RFQ) for Facilities Master Planning Services, Park and Recreation, Open Space Master Planning Services. Qualified firms were invited to submit a Statement of Qualifications (SOQs) to meet the City’s needs for the two respective master plans.
An evaluation committee consisting of staff from Public Works, Fire, and the City Manager’s departments reviewed the SOQs. A total of five consultant firms submitted SOQs. The evaluation committee unanimously selected the Consultant as the top proposer for the Master Plan. The Consultant has recently completed similar master planning work for the cities of Elk Grove, East Palo Alto , and Newark. Among other professional experiences, the Consultant demonstrated their commitment to expansive and direct outreach, which is an important component in developing the master plan.
Staff negotiated a scope of work and fee with the Consultant for a not -to-exceed cost of $410,000. The Consultant’s tasks include existing conditions, future space assessment, alternative facilities options, cost estimate , and implementation plan. They anticipate the work to take approximately one year to complete.
FINANCIAL IMPACT
The professional service agreement with the Consultant will authorize a contract for an amount not to exceed $410,000. Total authorization for this project would be $451,000 ($410,000 + 10% management reserve). The preparation of the Master Plan was not budgeted in the adopted FY 2024-2025 budget and will require a total budget adjustment of $ 451,000 from AB 1600 Government Facilities (Fund 262) to the Public Building Capital Project Fund ( Fund 254 , CPW010109). Finance has confirmed that adequate reserves exist and that no projects will be jeopardized by this additional expenditure.
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
The council may choose not to approve the proposed professional services agreement with the Consultant.
COORDINATED WITH
City Manager’s Office and Finance Departments
STAFF CONTACT
Caroline Vedder, Senior Civil Engineer
(707) 428-7484
[email protected]
ATTACHMENTS
Attachment 2: Proposed Resolution
Attachment 3: Proposed Agreement