HomeMy WebLinkAbout12-12-16 CC Mtg - C4. Fire Equipment CIP
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Anna Rosenberry, Administrative Services Director
SUBJECT: Adopt the Fire Equipment and Capital Replacement Fund Capital
Improvement Plan (CIP) for Fiscal Years 2018-2022.
AGENDA ITEM TYPE: Consent
MEETING DATE: December 12, 2016
RECOMMENDATION: Adopt the Fire Equipment and Capital Replacement Fund
Capital Improvement Plan (CIP) for Fiscal Years 2018-2022.
BACKGROUND: Each year, the City Manager is required to prepare a 5 Year Capital
Improvements Plan and submit it to the Commission by December 15th. We are bringing a
number of parts of the plan forward as items on the Consent agenda. We will be prepared to
address questions, if they arise, at the public meeting.
The Fire Department, City Manager, and other city staff met in October and November to
develop the attached Capital Plan for the equipment and capital needs of the Department that
could be appropriately funded through the 4-mill levy for Fire Capital and Equipment
Replacement.
Items of Note:
• FE06 – Radio Replacement Program is a planned move of Fire Department
aging portable radios from the current system to an 800 MHz digital trunked radio
95
system including software, programming and peripheral accessories. This would
occur in January – June of 2017, with financing terms from Motorola for
repayment over two fiscal years FY19 & FY20. The radio project would be
undertaken by Gallatin County’s 911 Services with payments from the City for
our individual radio units. We would be looking to enter into an Interlocal
Agreement with the County regarding infrastructure repairs, financing terms, and
possible reimbursement from the County if they initiate a county-wide radio
funding program in the future. (GF166 - Police Radio Replacements in the
General Fund is a part of this same project. The same Interlocal agreement and
financing terms would apply.)
• FE07 – Light Duty Vehicle Replacements - The department is planning the
purchase of two new Ford Explorer Interceptors and one new ¾ ton pickup truck
in FY18 at a total cost of $130,000.
• FE08 – Fire Station #1 Remodel and FE11 – Boiler Replacement have both
been moved to unscheduled. Project costs have increased and finding grant funds
has not been successful.
• Revenue projection in this fund is based on the value of a mill for property tax
purposes. The coming year is a new reappraisal cycle; property will be updated
from the 2015 to the 2017 market value. For the first two years of this plan, we
are estimating 3% annual increase in the value of the tax base. This is somewhat
higher than the 5 year average (see below), but seems reasonably conservative
given the amount of new construction we have seen in the recent past.
96
Fund 187 - Fire Capital & Equipment Replacement Fiscal Year Mill Value Change
2013 $ 83,226 -
2014 $ 85,637 2.9%
2015 $ 87,894 2.6%
2016 $ 86,564 -1.5%
2017 $ 89,325 3.2%
2018 ESTIMATE $ 92,005 3.0%
Average FY14-FY18 2.0%
UNRESOLVED ISSUES: None.
ALTERNATIVES: As suggested by the City Commission. If the Commission does not
wish to adopt this schedule tonight, it can be scheduled for approval on a later agenda.
FISCAL EFFECTS: This step in the process has no fiscal effect. Once adopted, the
Capital Improvements Plan becomes the basis of the City Manager’s Recommended Budget for
FY18.
Report compiled on: December 10, 2016
Attached: Fire Equipment and Capital Replacement CIP
$74,000
$76,000
$78,000
$80,000
$82,000
$84,000
$86,000
$88,000
$90,000
$92,000
2011 2012 2013 2014 2015 2016 2017
Value of 1 mill, City of Bozeman
97
Fire Equipment & Capital ReplacementCapital Improvement PlanFinancial SummaryCurrent YearFY17FY18FY19 FY20FY21FY22UnscheduledProjected Beginning Reserve Balance Dedicated to CIP675,700$ 1,028,881$ 866,400$ 995,460$ 1,132,100$ 1,526,474$ Plus: Dedicated Tax Revenues 4 Mills353,181$ 368,019$ 379,060$ 386,641$ 394,374$ 402,261$ ‐$ Plus: Anticipated Grant Revenue‐$ Less: Scheduled CIP Project Costs‐$ (530,500)$ (250,000)$ (250,000)$ (2,660,500)$ Projected Year‐End Cash Dedicated to CIP1,028,881$ 866,400$ 995,460$ 1,132,100$ 1,526,474$ 1,928,735$ Assumptions Made for Revenue Estimates:Current YearFY17FY18FY19FY20FY21FY22Estimated Annual Tax Revenues357,300$ 357,300$ 368,019$ 379,060$ 386,641$ 394,374$ Estimated Annual Increase3%3%2%2%2%Total Estimated Revenues357,300$ 368,019$ 379,060$ 386,641$ 394,374$ 402,261$ Current Revenues Dedicated to CIP %100.0%100.0% 100.0% 100.0%100.0%100.0% Plus: Increase Dedicated to CIP0.0%0.0%0.0%0.0%0.0%0.0% Total % Dedicated to CIP100.0%100.0% 100.0% 100.0%100.0%100.0%Total Estimated Revenues Dedicated to CIP357,300$ 368,019$ 379,060$ 386,641$ 394,374$ 402,261$ ProjectedProjected3,000,0002,500,0002,000,0001,500,0001,000,000500,0000Fire Equipment & Capital Replacements98
CIP PROJECT FUPROJ.DEPARTMENTPROJECT NAMEUnscheduledFY21FY18FY19FY20FY22Fire Equip & Capital ReplacementFE06FIRERADIO REPLACEMENT PROGRAM$250,000$250,000FE07FIRELIGHT DUTY VEHICLE REPLACEMENTS$130,000FE08FIREFIRE STATION #1 REMODEL$2,400,000FE10FIRESELF‐CONTAINED BREATHING APPARATUS (SCBA) REPLACEMENTS$400,500FE11FIREBOILER REPLACEMENT AT FIRE STATION #1$260,500Summary for Fire Equip & Capital Replacement (5 items)Totals by year:$530,500$2,660,500FY21FY22FY18UnscheduledFY20$250,000$250,000FY1999
CIP Project Fund
Fire Equip & Capital Replacement
PROJECT NUMBER
FE06
DEPARTMENT
FIRE
PROJECT NAME
Radio Replacement Program
FY18 FY19
$250,000
Unscheduled
DESCRIPTION OF PROJECT
This plan allows for aging fire portable radios to be replaced, including all of the software, programming and peripheral
accessories. This is a planned replacement of radios at the end of their predicted usable life, estimated between eight and ten
years. This will provide for seamless communication and response capabilities as the radios become less reliable and repair is no
longer a financially prudent option. Radios are an essential item in the operation of the Bozeman Fire Department. Fire radios
must be available for fire use 24 hours a day, 365 days a year. These radios are assigned to the three stations, all apparatus, and
management staff and are used daily. The decision was made during FY-17 CIP discussions to postpone scheduled replacements
of Fire Department radios due to uncertain plans of the Gallatin County 911 Center. Since this decision one year ago, a test was
conducted with Bozeman Fire and Bozeman Police Department. The test utilized an 800 MHz radio system to evaluate its use as
a potential upgrade from the current radio system. The results of the test were extremely positive, with noted improvements
related to in-building coverage and city wide coverage. Since the test, the 911 advisory board has voted to move forward with a
4 phase plan to upgrade the radio system in Gallatin County. Phase 1 would call for the City of Bozeman to move to an 800 MHz
digital trunked radio system.
ALTERNATIVES CONSIDERED
We still have the option of backing out of the 800 MHz system, however in doing so we would need to re-visit with 911 and the 911 Advisory
Board about other potential solutions for Bozeman Fire. If Bozeman Fire were to back out and Bozeman Police still move forward, we would
lose the ability to communicate effectively with each other, something that creates a major safety concern for both parties. In order to maintain
consistency in public safety operations, both departments should remain on the same radio system.
ADVANTAGES OF APPROVAL
Clear and dependable communication allows for quick and efficient emergency deployment and the required level of firefighter safety. The
portable radio project addresses a planned replacement program that existed in the CIP prior to the decision to move to 800 MHz radios. The
purchase improves our ability to communicate within the city, particularly inside of larger buildings such as the high school, hospital, and big box
retailers. We potentially may see some trade in value or resale value for some of the replaced units depending on their condition.
ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED
As these are replacement radios we anticipate very little increases operating costs.
FUNDING SOURCES
100% Fire Equipment & Capital Replacement Fund - with possible reimbursement by Gallatin County 911 System.
New
Replacement
Equipment
Project
FY20
$250,000
FY21 FY22
100
CIP Project Fund
Fire Equip & Capital Replacement
PROJECT NUMBER
FE07
DEPARTMENT
FIRE
PROJECT NAME
LIGHT DUTY VEHICLE REPLACEMENTS
FY18
$130,000
FY19 Unscheduled
DESCRIPTION OF PROJECT
As of October 1, 2016 the Bozeman Fire Department has a fleet of light duty vehicles that consist of 9 total vehicles, 7 SUVs and
2 Pickups. The department currently has 8-day staff members who are assigned to these vehicles with the extra vehicle being
utilized as a fire investigation and plow vehicle used for plowing operations at Fire Station 3 / Gallatin County Dispatch. 4 vehicles
are for primary responders. Having mechanical issues or failures with these vehicles is unacceptable and creates gaps and failures
in the department’s response and operational procedures. 4 vehicles fall into the non-essential category. These members are
primarily day staff personnel. The Bozeman Fire Department is proposing to purchase two (2) new Ford Explorer Interceptors
and one (1) new 3/4-ton pickup truck in FY-18 at a total cost of $130,000. This purchase would allow us to ensure that all 4 of
our essential chief officer positions are in dependable and reliable vehicles and allow us to re-organize our remaining fleet for the
other 4 staff positions. In approximately 7 years (FY-2025) we believe it would be time to replace the 4 vehicles that are assigned
to our non-essential positions. At the same time our new FY-18 purchases, coupled with the Ford Explorer purchased in FY-16,
would be at the halfway point of their life span with an estimated 56,000 – 63,000 miles and we would look to push these vehicles
down to our non-essential positions and place our essential positions in new vehicles. This strategy allows for us to plan for a 14-
year service life for a fire department vehicle and keep our essential staff in reliable equipment. This is a plan that we have
modeled after our water department.
ALTERNATIVES CONSIDERED
Could continue to utilize existing vehicles longer, however, many of these vehicles are emergency response vehicles for the Fire Department
and are not reliable for 24/7/365 use.
ADVANTAGES OF APPROVAL
The Department will have adequate, properly sized vehicles for emergency response and other operational functions. Leaves nothing
unscheduled and is a $110,000 reduction from last years CIP plan.
ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED
Newer vehicles are expected to be more fuel efficient and reliable for 24/7 response.
FUNDING SOURCES
100% Fire Equipment & Capital Replacement Fund
New
Replacement
Equipment
Project
FY20 FY21 FY22
101
Fire Department Light Vehicle ReplacementsAsset #Current Make/FeaturesModel YrCurrent MileageReplacementFY18FY19FY20FY21UnscheduledFY22Currently Assigned toUnit #3076 Chevy Surburban2002 146,209 Replace with a 4x4, SUV style, mid‐sized, code‐capable (lights & sirens) vehicle.$40,000Fire MarshallF33247 Chevy Tahoe2004 140,464 4x4, SUV style, mid‐sized vehicle, with emergency lighting, radios, MDT.Emergency Management Staff CaptainF42764 Chevy Tahoe2000 130,668 4x4, SUV style, mid‐sized vehicle, with emergency lighting, radios, MDT.$40,000Operations ChiefF23153 Chey Suburban2003 109,994 To be replaced with Ford Interceptor$50,000Batallion ChiefBC13332 Chevy Tahoe2007 71,530 4x4, SUV style, mid‐sized vehicle, with emergency lighting, radios, MDT.Fire InspectorF63363 Dodge Durango2007 44,402Fire InspectorF73275 Ford F1502005 41,950Plowing/Fire Investigations/Prevention TruckU43158 Chevy Silverado ‐ Crew Cab2003 32,979Training OfficerF51535 Ford Truck1993 17,979HazmatB13816 Ford Interceptor2016 1,524Fire ChiefF13260 Trailer2004 HazmatHM T$130,000Totals102
CIP Project Fund
Fire Equip & Capital Replacement
PROJECT NUMBER
FE08
DEPARTMENT
FIRE
PROJECT NAME
FIRE STATION #1 REMODEL
FY18 FY19 Unscheduled
$2,400,000
DESCRIPTION OF PROJECT
The purpose of this project is to address the structural deficiencies identified in a 2012 study completed by Nishkian Monks, and
to expand and remodel the aging station. The remodel will increase the facility size and functionality and decrease maintenance
costs and increase energy efficiency. We need additional office space for our fire inspectors and Battalion Chiefs, along with
sleeping quarters for the Battalion Chief. We currently have common sleeping and restroom areas which does not allow for
privacy or separation for members of opposite gender. The station remodel will include sleeping quarters, bathrooms, and living
spaces for firefighters of either sex. All standard areas commonly found in modern stations will be included in this facility such as
kitchen space, office space and physical training area. The remodel of this station should completed in conjunction with the boiler
replacement as multiple walls will have to be opened up during the boiler replacement and replacement of aging windows and
doors would help the efficiency of the new boiler.
ALTERNATIVES CONSIDERED
Continue with utilizing the existing station in its current condition. Cost of construction could be reduced via the use of some alternative
structural stabilization materials but these plans would need to be evaluated to ensure they meet the city design criteria. An assessment of
retrofitting and remodel cost should be weighed against new construction cost.
ADVANTAGES OF APPROVAL
This project would significantly improve the living conditions and operational functionality of the Station: It remedies the hazards identified in
Nishkian Monks study, decreases ongoing maintenance costs compared to the existing facility, new construction will be “green” and more
energy efficient, creates sleeping and office space for Battalion Chiefs and Fire Inspectors, separate and equal bath and sleeping facilities for
employees of both genders, on-site physical fitness area.
ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED
Operating cost should maintain similar to what is currently budgeted. Although the facility will be getting larger, a more energy efficient facility
will balance with the increase in size.
FUNDING SOURCES
Would be constructed concurrently with FE11 - Boiler Replacement at Fire Station #1. Total Cost, including Boiler, is $2.7 Million. Depending
on features of the project, the Fire Equipment & Capital Replacement, and potentially Impact Fees, could be used to pay for this project. The
department will seek grant money for this project again in FY-18 but this should not be considered a high probability as we did not qualify for
grant funding in FY-17.
New
Replacement
Equipment
Project
FY20 FY21 FY22
103
CIP Project Fund
Fire Equip & Capital Replacement
PROJECT NUMBER
FE10
DEPARTMENT
FIRE
PROJECT NAME
Self-Contained Breathing Apparatus (SCBA) Replacements
FY18
$400,500
FY19 Unscheduled
DESCRIPTION OF PROJECT
The fire department currently owns 35 self-contained breathing apparatus (SCBA) manufactured by Dragger and purchased in
2008. SCBA can be broken down into two distinct pieces, the actual breathing apparatus itself and the air cylinder. The
expected replacement cycle for SCBA apparatus is normally 10 to 12 years while the cylinders have a life span of 15 years. While
the current SCBA are still 2 years away from their expected end of service life there are a number of reasons for requesting to
replace these units ahead of schedule. We are seeing a reoccurring failure of what is known as the sentinel on the SCBA
apparatus. The sentinel is the electronic brain that runs everything on the SCBA, thus any problem with it requires the SCBA be
removed from service and sent out for repairs. Many of the sentinels are going bad for reasons that have not been determined
by Dragger. They are not being damaged by crews due to use or exposure. The average cost to ship an SCBA to the factory for
repair of a sentinel is $1500. We are requesting funds to purchase two high pressure air compressors for Fire Station 1 & 2,
giving us the ability to safely and efficiently fill high pressure SCBAs in the future.
ALTERNATIVES CONSIDERED
The current SCBAs could be used for another two years before reaching their expected end of service life. The downside to this is we will
need to incur the cost of hydrostatically testing the air cylinders in the upcoming budget cycle and will lose all potential resale value on the
existing units. If the decision is made to continue with the use of the current SCBA we would need to repair any units currently out of service.
ADVANTAGES OF APPROVAL
Firefighters use SCBA’s to enter hazardous atmospheres in all aspects of their jobs; firefighting, confined space entry, and hazmat response. The
health and safety of our personnel, as well as the ability of our fire department to perform its function, is greatly dependent on these units. The
new SCBA units are safer than current units as they are certified for chemical, biological, and radiological emergencies.
ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED
The department spends about $5,000 annually on SCBA maintenance. Yearly checks and certification is required regardless of SCBA age
although maintenance costs would decline with new units as replacement parts would not be needed.
FUNDING SOURCES
100% Fire Equipment & Capital Replacement Fund
New
Replacement
Equipment
Project
FY20 FY21 FY22
104
CIP Project Fund
Fire Equip & Capital Replacement
PROJECT NUMBER
FE11
DEPARTMENT
FIRE
PROJECT NAME
BOILER REPLACEMENT AT FIRE STATION #1
FY18 FY19 Unscheduled
$260,500
DESCRIPTION OF PROJECT
This project is most ideally timed with the Station #1 Remodel in the Fire Equipment Capital Replacement Fund. The old steam
boiler at Fire Station #1 has reached the end of its useful cycle. The fact that the unit is no longer serving the old City Hall means
that is working even less efficient because it is now oversized. The condition of the system's pipes were found to be severely
corroded and in poor condition. An engineer was hired to size the boiler for servicing only Fire Station #1 and to assess other
features of the 1964 vintage system. Three options were proposed to upgrade the system for both building comfort and energy
efficiency, with two of those options being viable solutions. Option 3 proposed in the study, a variable refrigerant volume system,
is the most efficient and has the best payback and would be the best option for the newly remodeled fire station. This project
significantly effects building occupant comfort/quality (PM05) and potentially generates emergency and non-emergency repairs
(PM01-3). Costs are from the 2011 study and could be outdated. Further discussion about this replacement and the fire station 1
remodel need to occur in the next 12 months to fine tune this project.
ALTERNATIVES CONSIDERED
Replacement of the current boiler with another steam boiler is an option but would require the opening of multiple walls throughout the
building to replace the older steam lines. Three options were reviewed and a summary report for each option was included in the analysis done
by the engineer, CTA Engineers. The project includes boiler replacement, distribution line replacement, and changing out the old pneumatic
controls with a digital control system. This information allows for proper sizing of the boiler. It’s best to replace the boiler as part of the
planned improvements for the building if the renovation is going to be done in the near future.
ADVANTAGES OF APPROVAL
The proposed option will better address the variable heating needs of the building – work areas, living areas, and fire bays. The proposed system
is designed for the current configuration of the building and could be supplemented to handle the additional square footage proposed when the
dorm area of the station is increased. The proposed system is in line with the Municipal Climate Action Plan. Planning for the replacement of the
current boiler prior to failure of the unit will be most cost effective.
ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED
The recommended system would result in an approximate $9,000 per year in energy savings at current utility rates. The payback would be
about 28 years.
FUNDING SOURCES
Fire Equipment and Capital Replacement
New
Replacement
Equipment
Project
FY20 FY21 FY22
105