Despite the COVID-19 virus, the City Hall Planning Committee has been having meetings which conform to the CDC, state, county, and city recommendations including social distancing and face masks. The Committee currently meets on an as needed basis. As the process develops, regularly scheduled meetings may be in order.

It is important for the citizens to note that the City Hall Project is a process and not an overnight event. Given the complexities of funding determination, final design, contractor selection and the unknowns associated with the Coronavirus issue, the Committee and the Council are committed to a thorough, deliberate, and prudent approach to the task. Each step that is taken will be done with due diligence and publicly available documentation. It is expected that a realistic completion date for the project, if approved by the Council, would be in late 2021 or early 2022.

Some of the significant events since the last report are shown below.

Task Force members presented a summary of their findings from visiting City Halls and staffs in Buffalo, Centerville, Hearne, Rockdale, Madisonville, and a follow up visit with GLS Architect/engineering in Lufkin. A copy of this report is available at City Hall, from one of the Committee members, or online at fairfieldtexas.com.

Following the site visits and discussions with the Fairfield City staff members, the Task Force developed a preliminary list of rooms and size for the proposed City Hall. While not intended as the final word on the facilities, it was to provide architectural design team something with which to work. The estimated facility size is approximately 8,000 sq. ft. which should easily be accommodated on the existing city property, which is approximately 27,700 sq. ft.

An SLI Group Inc. representative met with the committee to present information and answer questions on design/build procedures, construction guidelines and various building options. Her recommendation was like that of the previous architect that demolition of the existing facility was the first step to assist in the proper planning of a new facility. She later visited the city hall site and her assessment was that was ample space exists to accommodate an 8,000 sq. ft. building with flexibility to adjust configuration of the structure to optimize its function.

The Committee determined that a need existed for a preliminary drawing of the facility was needed for further planning. After comparing prices, SLI was selected to provide drawings of a preliminary floor plan, elevation view, and placement on the lot. In this process, the Committee emphasized the need to optimize space and efficiency. An example was the design of common areas such as the Council Chambers that could be used for multiple purposes such as municipal court, training, and meetings. Several renditions of the facility were considered, revisions made and a preliminary site placement, floor plan and elevation were selected.

Request for proposals (RFP) for demolition, including asbestos abatement, of the existing City Hall, as approved by the Council were sent out and six (6) bids received. The bids were reviewed and sent to the Council for action at their next scheduled meeting. Pending Council approval, the bid may be awarded, a contract developed /signed, followed by the abatement and demolition activities. A copy of this information is available at City Hall, from one of the Committee members, or online at fairfieldtexas.com.

In earlier reports, a milestone schedule was presented, and as we progress, some adjustments have been and will continue to be made to better define the activities. The current schedule is as follows:

–Site determination – agreed on by the Council

–Design/Build method of delivery – approved by Council

–RFQ/RFP for demolition/ asbestos abatement – approved by Council

–Preliminary design draft – Complete

–Demolition – Bid award TBD

–Cost estimate – TBD

–Method of funding determination – TBD by Council

–Presentation to citizens – TBD

–Approval to move forward – TBD

–Construction start up – TBD

Previous reports are available at City Hall, from one of the Committee members, or online at fairfieldtexas.com.

Committee members are available to meet and discuss any aspects of this project. Please be a part of the process. Call on us if you have any questions, comments, or suggestions on this project.

Jason Adams
Landis Bayless
George Davis
Kenny Hughes
Vance Oglesbee
Jerry Don Sanders
Dick White