Agenda Item No: P.4
AGENDA REPORT
DATE: July 1, 2025
TO: Mayor and Council
FROM: David Gassaway, City Manager
SUBJECT: Resolution 2025-123 PW Construction Contract for Fire Station 36 and 39
Approving Plans and Specifications and Awarding a Contract to Broward Builders, Inc. for the Fire Station 36 and 39 Project
Funding Source: $20,966,239 ($10,230,321; Communities Facilities District 3 and $10,735,918; Inter Governmental Loan Fund)
Contact: Caroline Vedder, (707) 428-7484
RECOMMENDED ACTION
Adopt resolution.
STATEMENT OF ISSUE
The Fire Department has identified the need to construct two new fire stations to meet the current and future needs of the Fairfield community. The City has completed the conceptual planning, land acquisition, architectural design , funding plan, bid phase process and are now ready to move to construction. This resolution approves the plans and specifications for the Fire Station 36 & 39 Project ( CPW010036 and CPW010092) and awards a contract in the amount of $19,060,217 to Broward Builders, Inc. (Broward) of Woodland, California.
DISCUSSION
In August 2021, the City Council authorized staff to retain Shah Kawa saki Architects (SKA) to provide professional engineering and design services for the construction of a new fire station , Fire Station 36, located at 4525 Business Center Drive. The need for the fire station was identified in a study conducted by Citygate . The study recommended the construction of a second station in the Green Valley area w ould greatly improve response times and exceed the 80% target for simulated calls for service within the response boundary. Fire Station 36 is located on a vacant
1.56-acre site and provides the best response times within the response boundary.
From Augus t 2021 – July 2022, SKA worked collaboratively with staff to prepare the site programming and building schematic design for Fire Station 36. The building design consists of a 7,260 square foot single story building . The building is designed to meet the 201 9 California Building Code as well as the 1986 Essential Service Act. It is an essential service facility, occupancy category IV, requiring the building to be designed for higher seismic and wind criteria. The station consists of a two-bay drive through Apparatus Bay with adjacent living quarters. The Apparatus Bay can store 4 engines, has a self-contained breathing room, storage room, shop, decontamination room, and personal protective equipment room. The living quarters include a public facing entry and restroom, general office, captain’s office, kitchen, dayroom/dining room, 4 dorm rooms, 2 restrooms, medical room, utility room, and exercise room. Staff determined that using the identical building design for the new Fire Station 39, including the floor plan, exterior elevation, and all mechanical, plumbing, electrical systems, materials, and finishes , would allow it to be constructed simultaneously with Fire S tation 36 as a single large project, resulting in economies of scale.
In September 2022, the council authorized a professional services agreement contract with SKA to complete the plans, specifications, and estimates for construction contract documents for the new Fire Station 39. The existing Fire Station 39, located on Huntington Court and Walter Road, was built in 1979 and has reached the end of its service life. The new Fire Station 39 will be constructed on a vacant 3.2-acre parcel owned by the City on the west side of Peabody Road, at the intersection of Dobe Lane.
The improvement plans were approved by the Community Development Department and the Project received a building permit in March 2024. All environmental clearances and resource agency permits have been obtained, all right -of-way and easements acquired, and all utilities relocated in preparation for construction of the Project. Staff will return to the council later with a contract for special inspections required du ring construction, an amendment of the SKA contract for additional construction administration services , and the p urchase of the furniture, fixtures, and equipment packages for the new fire stations.
Bid Award
In anticipation of bidding a construction project estimated at nearly $24 million, staff conducted a pre -qualification process, pursuant to Resolution No. 2024-50, which entails evaluating potential bidders before contract award. This prequalification process allowed the City to assess the technical expertise of bidders and minimize the risk of selecting an underperforming contractor. A notice to contractors was publicly advertised, published in seven trade journals, and sent to seventeen builders exchanges covering the Redding to San Jose and Stockton to Santa Rosa area. The deadline for prospective contractors to submit was February 4, 2025, and a total of thirteen contractors submitted.
Staff reviewed submittals and determined six contractors met the criteria outlined in the prequalification questionnaire. A notice to the six pre-qualified contractors was sent on April 15, 2025. Bids for the project were opened on June 3, 2025. The basis of the bid award as determined in the contract documents is the lowest bid determined by totaling Bid Schedule A for Fire Station 36 plus Bid Schedule B for Fire Station 39 and whose bid complies with the specified requirement.
Six bids were received and ranged in price from $18,948,900 to $21,190,26 5. The Engineer’s Estimate is $24,000,000. The as-read low bid, at $18,948,900, was deemed to be non-responsive and thus not the true low bid. The second low bidder, Broward with a bid of $19,060,217, was deemed responsive and responsible. Broward and their subcontractors are appropriately licensed to complete the work.
Staff thoroughly reviewed the Broward bid and identified a math error on proposal sheet, P -3.
The written subtotal for Bid Schedule B - Fire Station 39, was $10,199,925, however when y ou calculate the total using the unit price for the various line items it equates to $9,759,925. The contract specifications state that when there is a discrepancy between the item price and the total set forth for a unit basis item, the item price shall p revail. Staff have determined this is a minor math error that can be waived and recommend awarding the construction contract to Broward in an amount not to exceed $19,060,217.
Construction is anticipated to start in September 2025, with a 300 working day contract, and is projected to be completed in December 2026. The new construction of both Fire Station 36 & 39 includes demolition of existing site improvements, new site utilities and site drainage, full construction and interiors, site improvements, paving, and landscaping. Staff recommend that the council adopt the resolution awarding a contract to Broward for the construction of the Project.
FINANCIAL IMPACT
The construction authorization for this Project will be $20,966,239, which is the total bid amount plus a 10% contingency ($19,060,217 total Bid + $1,906,022 contingency). This Project will be funded with $10,230,321 from Communities Facilities District 3 (Fund 327) and $10,735,918 from the Inter-Governmental Loan (Fund 551).
In 2021, through Ordinance 2021-07, the City executed the Fourth Amendment to the Amended and Restated Development Agreement with Canon Station LLC (Fourth Amendment). The Fourth Amendment authorizes the use of $12.5 million in Community Facilities Distric t (CFD) bond proceeds to fund the design and construction of the new Fire Station 39. With the formation of CFD 2019-1 and CFD 2023-1, Canon Station LLC have completed the process to levy special taxes within the One Lake master planned community and secur e the necessary bond proceeds. To support construction cash flow, $10,735,918 in Inter -Governmental Loan funds has been budgeted to allow the City to make timely payments to the contractor while awaiting reimbursement.
Once complete, this Project will require new funding for ongoing maintenance of both the facility and the site. Through the next budget cycle, City staff will submit a request for additional funding or staff for the required ongoing maintenance of the new fire stations.
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
After the Project is awarded, staff will work closely with the Marketing and Outreach Division (MOD) team to inform the public of the Project, and the potential impact stakeholders may experience from construction activities. Once a construction schedule has been solidified, staff will re-engage the public and businesses in the surrounding area.
ALTERNATIVE ACTION
The council may decide to delay approval of the construction contract until council concerns are addressed. However, p ostponing the award may significantly impact the project schedule. A substantial amount of grading , foundation construction, and underground improvements are required before winter, and any delay could compress the contractor’s construction window and increase risk to timely completion.
COORDINATED WITH
Finance Department, Fire Department, Information Technology Department, and the City Attorney’s Office.
STAFF CONTACT
Caroline Vedder, Senior Civil Engineer
(707) 428-7484
[email protected]
ATTACHMENTS
Attachment 2: Proposed Resolution
Attachment 3: Bid Results