Agenda Item No: K.3
AGENDA REPORT
DATE: December 16, 2025
TO: Mayor and Council
FROM: David Gassaway, City Manager
SUBJECT: Resolutions 2025-244 and 2025-245 PW Special Inspections for Fire Station 36 and 39 Project and Authorizing an Update to the Fiscal Year 2025-2026 Budget for Fire Station 36 Project
Resolution 2025-244 Authorizing the City Manager to Execute a Professional Services Agreement Between the City of Fairfield and UES Professional Solutions, Inc. for Special Inspections and Construction Material Testing for Fire Station 36 and 39; and
Resolution 2025-245 Authorizing an Update to the Fiscal Year 2025-2026 Budget for Fire Station 36 for Design and Construction
Funding Source: $401,264 ($195,344, Community Facilities District 3 ; $205,920, Intergovernmental Loan); and $865,000; Community Facilities District 3
Contact: Ryan Panganiban, (707) 428-7017
RECOMMENDED ACTION
Adopt resolutions.
STATEMENT OF ISSUE
Construction is currently underway for Fire Station 36 and Fire Station 39 (Project). To support the Project’s successful delivery, special inspections and construction material testing services are required to ensure compliance with regulatory standards and overall quali ty. The City does not possess the necessary certifications, equipment, or expertise to conduct special inspections and testing for the Project. To ensure timely Project completion, staff recommend executing a Professional Service Agreement (PSA) with UES Professional Solutions, Inc. (UES) to provide the required services.
Additionally, staff recommend the City Council approve an increase of $8 65,000 to the Fire Station 36 design and construction budgets. This adjustment is necessary to fund several key project elements, including special inspections and material testing services, Pacific Gas and
Electric Company ( PG&E) design and construction for the building’s service, mapping and legal services for the sanitary sewer easement dedication, City Building permit fees, and City utility connection fees. No budget adjustments are required for Fire Station 39 at this time.
DISCUSSION
On July 1, 2025, the council adopted Resolution No. 2025 -123, which approved plans and specifications and awarded a construction contract to Broward Builders, Inc. for the Project. The Project includes the construction of two new fire station facilities at 4525 Business Center Drive for Fire Station 36, which is a vacant 1.56 -acre site and 2895 Peabody Road for Fire Station 39, which is a vacant 3.2-acre City-owned parcel. The Project consists of an identical building design for both Fire Stations that incl udes the construction of a 7,260 square foo t single story building with an apparatus bay for four engines , self -contained breathing room, storage room, shop, decontamination room, and personal protective equipment room. Each Fire Station’s building’s living quarters includes a public facing entry and restroom, general office, captain’ s office, kitchen, dayroom/dining room, four dorm rooms, two restrooms, medical room, utility room, and exercise room. Construction on the Project started on August 25, 2025.
Pursuant to California Building Code Sections 1701, 1704, and 1705, the Project requires special inspection and testing. Specifically, special inspection and testing are required for observing the soil compaction of the building foundation, hop and field welding, bolted connections of structural steel, wood framing, masonry, and various structural concrete placements and grouting.
Public Works requested special inspection and material testing services from UES to facilitate the Project’s construction schedule and ensure the required special inspections and materials testing services were readily available to coordinate with the upcoming building construction schedule.
UES is familiar with the Project as UES, formal ly known as Wallace, Kuhl, and Associates, completed the Geotechnical Engineering and Geologic Hazards Investigations for the Project during the design phase.
UES’ proposed work includes special inspection and material testing. UES proposes completing the required services for a not -to-exceed amount of $17 7,585 for Fire Station 36 and $ 187,200 for Fire Station 39, totaling $3 64,785. Due to the magnitude of th e construction, there may be deviations or field decisions that will require additional effort from UES. Staff are requesting a 10% management reserve ($17,758.50 for Fire Station 36 and $18,720 for Fire Station 39) to be responsive to the needs of the Project and prevent construction delays that may be outside the control of the City such as changing site conditions, weather, special cases, and other factors.
The total cost of UES’ special inspection and material testing services with the 10% management reserve for the Project is $401,26 3.50 ($195,343.50 for Fire Station 36 and $205,920 for Fire Station 39).
Fire Station 36 Budget Adjustment
To support the successful completion of Fire Station 36, an additional $865,000 is required, reflecting a more complete understanding of the Project needs as design and construction have advanced. Not including the construction contract, there c urrently is $305,679 available in the construction budget. Updated cost estimate anticipates that an additional $ 1,169,110, is required to construct Fire Station 36. The budget transfer also reconciles import ant p re- construction project expenses that were necessary, however not included in the original budget allocation.
The updated budget includes the following components , as summarized in the below table :
special inspections and material testing services ; design services during construction; PG&E design and construction for gas and electrical service connections; required City building permit; utility connection fees; the prequalification procurement process; IT equipment; bid -phase expenses; mapping, legal services, and land acquisition for the sanitary sewer easement dedication. These adjustments ensure that all essential elements are fully accounted for to successfully complete the Project.
FINANCIAL IMPACT
The total authorization for the PSA for the Project is for a not-to-exceed amount of $401,263.50 which is the total contract amount plus a 10% management reserve ($364,785 total PSA amount + $36,478.50 management reserve ). Of this amount, $195,343.50 is allocated for special inspections and construction material testing for Fire Station 36 (CPW010036) and $205,920 is allocated to the same services for Fire Station 39 (CPW010092).
Item
Description
Budget
Category
Estimate
1 UES (Special Inspections & Material Testing)
CON
195,343.50
$
2 SKA (Design Construction Support)
PE
79,128.00
$
3 PG&E (Electrical & Gas Services)
PE
345,569.48
$
4 City Building Permit Fees
PE
44,856.00
$
5 City Utility Connection Fees
PE
226,300.40
$
6 Griffin (Pre-Qualification Procurement)
CON
37,988.63
$
7 IT Equipment
CON
125,000.00
$
8 SS Easement Dedication (Mapping, Legal, Acquisition)
PE, ROW
91,623.00
$
9 Bid Phase Expenses
PE
24,870.00
$
10 Current CON Budget Available
CON
(305,679.00)
$
1,169,109.52
$
865,000.00
$
FS 36 Budget Adjustment Breakdown
Total Expenses (1-9)
Total Budget Adjustment Request (1-10)
Project costs were underestimated or not budgeted for Fire Station 36 (CPW010036) in the adopted fiscal year (FY) 2025-2026 budget . Therefore, a budget adjustment is required to authorize a transfer of $865,000 from Community Facilities District 3 (Fund 327) and an increase in appropriations to the Public Building Fund (Fund 254; CPW010036).
The Finance Department 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 special inspections and construction material testing altogether. Special inspections and construction material testing are mandated by the California Building Code, and the Project will be non-compliant. While foregoing special inspections might reduce u pfront costs, there might be long -term liability that could outweigh any immediate financial savings.
The council may choose not to update the FY 2025-2026 budget for Fire Station 36 for the design and construction phase items. This is not recommended due to negative impacts to affecting Project’s construction completion.
COORDINATED WITH
Finance Department and Fire Department
STAFF CONTACT
Lynette Kong, Consultant Project Manager
(707) 428-7484
[email protected]
ATTACHMENTS
Attachment 2: Proposed Resolution – PSA
Attachment 3: Proposed Resolution – Budget Adjustment
Attachment 4: Proposed Agreement