San Antonio Fire Department Facilities Assessment

The City is seeking a qualified multidisciplinary Consultant team with fire station and public safety facility planning, design, construction, maintenance, repair, facility assessment, engineering, cost estimating, lifecycle analysis, and long-range capital planning expertise. The selected team shall develop reports assessing existing SAFD facilities and potential future renovations, expansions, replacements, relocations, and new facility needs.

The assessments shall address the condition, functionality, capacity, safety, and expandability of existing facilities. Deliverables shall include findings and recommendations, planning-level cost estimates, lifecycle and capital renewal forecasts, prioritization, and implementation schedules, as applicable to each authorized component.

The selected firm will develop a Facilities Master Plan and 15-Year Capital Strategy for the San Antonio Fire Department. The Master Plan shall provide a comprehensive view of the current state of SAFD facilities and anticipated future needs. The Plan shall evaluate the functionality, safety, capacity, and expandability of existing facilities and consider available information regarding population growth, development, service demand, and other relevant operational needs to inform future facility requirements and capital planning.

This analysis is intended to support facility planning and capital investment decisions and is not intended to constitute a comprehensive fire deployment or standards-of-cover study unless specifically authorized by the City.

The project is anticipated to take approximately 12 months to complete following authorization to proceed, subject to the final negotiated scope and schedule. The selected Consultant team shall include appropriate professionals to complete the work, such as, but not limited to, the following:

• Architects/Urban Planners
• Engineers
• Fire/Public Safety Facility Planners The Consultant team is expected to include a Project Manager/Project Lead who is a licensed architect or professional engineer with experience leading comparable facility assessment and master planning projects, along with identified key team members and subconsultants and their respective roles and responsibilities.

This work will provide SAFD with a practical, forward-looking roadmap for maintaining, renewing, modernizing, renovating, expanding, replacing, and planning facilities to support operational effectiveness and service delivery.

GENERAL REQUIREMENTS

A. The firm shall:

• Schedule and conduct a project kickoff meeting, interviews, and working sessions with appropriate stakeholders, including SAFD Administration, Local 624 representatives, facility managers (which may include House Captains), and other identified stakeholders.
• Review available facility records and collect information on deficiencies, ongoing and planned maintenance projects, deferred maintenance, previous studies, and known regulatory or compliance issues.
• Coordinate, as directed by the City, with other SAFD planning efforts related to staffing, fleet, equipment, and technology needs, and consider relevant findings and recommendations that may affect facility planning.
• Determine and quantify future SAFD facility requirements as part of the Facilities Master Plan and 15-Year Capital Strategy.
• Establish the assessment methodology, condition-rating criteria, data requirements, project schedule, and reporting format in coordination with the City.

B. LOCATIONS, INFRASTRUCTURE AND BUILDING SYSTEM COMPONENTS

Conduct comprehensive site visits and assessments of SAFD facilities, infrastructure, and major building system components, including 54 fire stations, the Fire Department Services Center, Training Academy, and portions of other facilities operated or occupied by SAFD, as identified by the City.

SAFD Facilities. The project scope may include the following locations:

• 54 Fire Stations.
• Fire Department Services Center (Facilities, Supply, Fleet).
• Fire Department Training Academy (Cadet Training and Professional Development).
• Wellness Facility (Physicals, Behavioral Health, Physical Training, Gym, Peer Support).
• Cherry Street Warehouse
• Emergency Operations Center
• Public Safety Answering Point (SAFD 911 Call Center).
• Other City facilities occupied or operated by SAFD, as identified by the City.

The City will provide the final facility inventory to the selected Consultant.

Facility Assessment Prioritization and Phasing. The City may authorize facility assessments in phases based on available funding and City priorities. Older facilities and those with known condition or operational concerns should generally be assessed first. Recently constructed or substantially renovated facilities may receive a reduced level of assessment, as approved by the City.

C. FACILITY CONDITION ASSESSMENT

Systems and Spaces to be Assessed. The Consultant shall perform a comprehensive visual Facility Condition Assessment and evaluate the condition, functionality, and capacity of the following components, as applicable:

• Building characteristics: age, square footage, configuration, and overall condition.
• Roofs, foundations, slabs, building envelope, parking lots, apparatus aprons, sidewalks, concrete pads, driveways, drainage, and other site improvements.
• Major systems including Heating, Ventilation and Air Conditioning (HVAC), plumbing systems (domestic, sanitary, and stormwater), electrical systems, emergency power, and backup generators.
• Station alerting systems: condition, adequacy, and reliability.
• Kitchen and food preparation areas: overall condition and adequacy.
• Main living spaces ("Dayrooms"): general condition and functionality.
• Athletics, fitness, and workout areas: condition, adequacy of climate protection, and equipment support.
• Personnel capacity: current occupancy, limitations, and expansion potential.
• Restrooms and showers: condition, adequacy, and limitations for current and future staffing.
• Accessibility: Evaluate readily observable accessibility conditions and barriers associated with site access, accessible routes, building entrances, restrooms, common areas, and other applicable spaces, and identify significant accessibility improvements for consideration in future facility and capital planning.
• Dormitory spaces: current condition, capacity, and potential for expansion.
• Apparatus bays: assigned apparatus, space for future apparatus, pad sites, electrical infrastructure, and overhead doors.
• Supply and storage: secure, climate-appropriate space for supplies, vehicles, and equipment.
• Station security: fencing, gates, access control, and identified physical vulnerabilities.
• Pest conditions: evidence of facility conditions or risk factors.
• Other major building systems or facility components identified during the assessment.

D. Condition and Deficiency Analysis

• Evaluate and rate major building systems and components using a consistent condition-rating methodology.
• Identify deficiencies requiring repair, replacement, renewal, or modernization, including immediate or critical health, safety, operational, or compliance concerns.
• Identify and separately prioritize conditions requiring immediate or near-term corrective action due to life safety, critical operations, regulatory compliance, risk of system failure, or potential interruption of emergency services.
• Identify significant existing deferred maintenance needs and incorporate them, as appropriate, into the prioritization of facility deficiencies and capital renewal requirements.
• Calculate a Facility Condition Index (FCI) or other City-approved facility condition measure for each facility.
• Develop planning-level opinions of probable cost for identified deficiencies using RSMeans cost data, adjusted for San Antonio market conditions as appropriate.
• Provide photographic documentation of significant findings, as appropriate.

E. CLIMATE RESILIENCE AND MODERNIZATION

• Assess facility vulnerabilities and readiness for extreme heat, flooding, severe storms, and other hazards applicable to the San Antonio area.
• Provide practical recommendations for resilient design practices, continuity of operations, energy-efficiency improvements, sustainability, and modernization.

**F. DELIVERABLES **

** **The Consultant shall develop and provide the following deliverables, as applicable to each authorized component:

• Facility Condition Assessment Deliverables
• Comprehensive Facility Condition Assessment for each facility authorized for assessment by the City.
• Assess building and system conditions using recognized facility assessment practices and appropriate industry standards, including ASTM E2018-24 and ASTM E1557/UNIFORMAT II, where applicable.
• Rate facilities using Facility Condition Index (FCI) or other City-approved scoring methodology and assign an overall condition rating (e.g., Good, Fair, Poor, or Critical) using clearly defined rating criteria.
• Evaluate and rate major building systems and equipment using a standardized scale with clearly defined rating criteria.
• Identify deficiencies requiring repair, replacement, or modernization.
• Develop findings and recommended corrective actions for each facility, including planning-level cost estimates for identified deficiencies.
• Provide planning-level cost estimates for identified deficiencies using RSMeans cost data, adjusted for San Antonio market conditions as appropriate.
• Provide a prioritized summary of immediate and significant facility needs and a portfolio-level summary of facility conditions and deficiencies.
• Lifecycle and Capital Renewal Analysis

Engineer's estimate: $800,000

Pre-bid meeting: October 12, 2026 at 9:00 AM (Chicago) — Webex — Join by phone: 1-415-655-0001 Meeting number (access code): 2344 798 6980 Meeting password: COSA Join meeting: https://sanantonio.webex.com/sanantonio/j.php?MTID=m2af68437972986a3dabbf5c6ee747917

Bid opening: October 27, 2026 at 10:00 AM (Chicago) — CIVCAST — No hard copies

Questions asked: 5

Bid documents (download requires a free CivCast account):

• City of San Antonio Subcontractor Supplier Utilization Commitment Form 5.pdf (Bid Docs) — 1 pp.
• Exhibit A General Conditions City of San Antonio Construction Contracts.pdf (Bid Docs) — 105 pp.
• Exhibit B - Payment and Performance Bond Templates.pdf (Bid Docs) — 3 pp.
• Exhibit C - SBEDA Compliance Provisions.pdf (Bid Docs) — 2 pp.
• Exhibit D - Insurance Requirements.pdf (Bid Docs) — 2 pp.
• Form 1 - Submittal Checklist & Table of Contents 4-4.pdf (Bid Docs) — 1 pp.
• Form 2 - RFQ_SUBMITTAL COVER SIGNATURE FORM.pdf (Bid Docs) — 1 pp.
• Form 3 - Contracts Disclosure Form Instructions.pdf (Bid Docs) — 1 pp.
• Form 4 - Litigation Disclosure Form.pdf (Bid Docs) — 1 pp.
• Form 5 City of San Antonio Subcontractor Supplier Utilization Commitment Form.pdf (Bid Docs) — 1 pp.
• Form 6 - Veteran-Owned Small Business (VOSB) Program Tracking Form.pdf (Bid Docs) — 5 pp.
• Form 7 LPP Identification Form.pdf (Bid Docs) — 4 pp.
• Form 8 - Heat Illness Prevention Ordinance Acknowledgement (Fillable).pdf (Bid Docs) — 1 pp.
• RFQ 2026-125 San Antonio Fire Department Facilities Assessment - Final.pdf (Bid Docs) — 24 pp.
• Addendum I.pdf (Addenda) — 2 pp.