Agenda Item No: P.3
AGENDA REPORT
DATE: June 17, 2025
TO: Mayor and Council
FROM: David Gassaway, City Manager
SUBJECT: Resolution 2025-111 PW 2030 N. Texas Design Agreement Amendment No. 7
Authorizing the City Manager to Execute Amendment No. 7 to the Design Services Agreement Between the City of Fairfield and Callander Associates, Inc. for the Implementation Plan of the Central Fairfield Revitalization
Funding Source: $172,790; Park Capital Fund
Contact: Caroline Vedder, (707) 428-7484
RECOMMENDED ACTION
Adopt Resolution.
STATEMENT OF ISSUE
In May 2022, the City of Fairfield executed a Memorandum of Understanding (MOU) with First 5 Solano Children and Families (First 5) , establishing First 5 as the long-term tenant of the forthcoming building located at 2030 N. Texas Street. Pursuant to the terms of the MOU, First 5 has committed two million in grant fund ing to support t he design and construction of the building. City staff recommend Callander Associates, Inc. (Callander) to develop the Furniture, Fixtures, & Equipment (FF&E) procurement package for First 5 . The proposed resolution authorizes Amendment No. 7 to the existing design services agreement (Agreement) with Callander and provides the required technical design services required for the project.
DISCUSSION
In July 2021, First 5 received an allocation of $2 million from the State of California to open a new center in Fairfield. First 5 , previously opened a Center in Vallejo that has demonstrated success in providing enhanced access to services for children and families that traditionally face disparities in accessing critical services. The services offered through the First 5 include early childhood educat ion, parental education and support, as well as assistance with housing, employment, food, and healthcare.
In May 2022, the City Council executed Resolution No. 2022-96 with First 5 to locate the First 5 center at the new community center. Key details of the MOU include:
First 5 to provide $2 million in funding to be used for the design and construction of the community center
First 5 will provide input into the design of the building to ensure it meets their needs A long-term lease, at least ten years in length, is to be negotiated by the parties prior to completion of construction
First 5 to lease the property for no greater than the cost of operating the building (e.g . utilities, maintenance, etc.)
First 5 to operate the First 5 Center for the benefit of Fairfield residents The City will retain access to the community center for public use (e.g. community meetings, classes, etc.) upon coordination with First 5
The City and First 5 have made alterations to the building design to ensure it meets the needs of First 5. The building is under construction, and the next step is to develop the FF&E procurement package. As this scope was not in the original Agreement , the contract needs to be amended to include this additional scope . This will enable the building to be furnished upon completion of construction and become fully operational for First 5. City staff, in collaboration with First 5 and the design team, developed a comprehensive scope of work for the FF&E package to support the operational needs of the facility. The design team will complete the FF&E design , and then the City will utilize existing cooperative purchasing agreements to purchase and install the FF&E package.
In August 2018, the city approved an Agreement with Callander to provide consulting services to implement an improvement plan for Node 4A of the Central Fairfield Revitalization and Linear Park Improvement Plan Project by Resolution No. 2018 -210. Callander’s scope of work included the preparation of bid documents for a 5,000 -square-foot recreation facility for pre -school and after-school programming. The Agreement established services to be provided on a time and material basis for a not-to-exceed amount of $1,279,099.53. At the time of Agreement execution, staff determined there was sufficient funding to cover design and construction costs for the 5,000-square-foot recreation facility and surrounding park improvements.
Between 2018 and 2024, the Agr eement was amended and the scope of work modified as the Project was refined through community engagement , unforeseen existing site constraints , and design support required to secure state grant funding . Resolution 2018 -210 provided a 10% management reserve of $127,909.95 for the project. Reallocation of fees drew down funds from future project phases , and multiple fee amendments depleted the management reserve, thus necessitating a need for an additional amendment to cover construction administration services through completion of the project. Two fee amendments and six no-fee amendments have been processed for the Project to address additional environmental needs due to building expansion, grant applications, and revisions to the design due to PG&E comments.
Approving the proposed Amendment No. 7 will allow for two actions. First, the design team will be able to develop the FF&E procurement package to meet First 5 needs to operate the building.
The design consultant’s scope of work includes developing furniture options for programs and uses, selecting furniture, and finishing to meet the program goals, for an amount not to exceed $23,070. The estimated furniture budget is $110,000. Second, the design team will be provide construction administration services through completion of the project. As this Project is a vertical construction, or new building , project, staff do not have the required technical knowledge to respond to questions concerning the building design and its ties into the site design. Staff will need the technical expertise of the design team to efficiently coordinate and respond to construction questions. Staff is recommending extending the contract with the current design team as they have 6 years of intricate project knowledge and will be able to efficiently provide design recommendations for any FF&E needs for the building they designed.
FINANCIAL IMPACT
The total authorization for this contract amendment is $ 172,790, which includes a $ 50,000 management reserve and a $122,790 increase to Callander’s fee, bringing Callander’s Agreement total to $2,315,506. The management reserve will allow staff to quickly issue any additional design contract amendments needed for design changes due to unforeseen field issues and technical support to prevent construction delays and added construction costs. The design work is being funded with a combination of local funding of AB1600 Parks and Bedroom Tax and First 5 grant funds. This amendment will require a transfer of $172,790 from the construction budget of the Project to the design Project budget. Funding for this adjus tment is allocated within the Linear Park Node 4A Project (CPW050035), Park Capital Fund, and Division (Fund 251). Finance has confirmed that sufficient reserves are available in Fund 251 and that this additional expenditure will not compromise any existing projects.
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
City staff coordinated the FF&E scope with First 5 to ensure all their needs would be met.
ALTERNATIVE ACTION
If the council has any questions, this request may be delayed so that staff may provide the necessary backup information.
COORDINATED WITH
Finance Department
STAFF CONTACT
Caroline Vedder, Senior Civil Engineer
(707) 428-7484
[email protected]
ATTACHMENTS
Attachment 2: Proposed Resolution
Attachment 3: Proposed Amendment