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Home My WebLink About12-11-17 City Commission Packet Materials - A2. Fire Equipment and Capital Replacement CIP FY2019-2023 Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Anna Rosenberry, Assistant City Manager Kristin Donald, Finance Director SUBJECT: Adoption of the Fire Equipment and Capital Replacement Fund Capital Improvement Plan (CIP) for Fiscal Years 2019-2023. AGENDA ITEM TYPE: Action MEETING DATE: December 11, 2017 RECOMMENDATION: Adopt the Fire Equipment and Capital Replacement Fund Capital Improvement Plan (CIP) for Fiscal Years 2019-2023. 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. 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 funded through the 4-mill levy for Fire Capital and Equipment Replacement. Fire Stations 1 and 2 relocation have been incorporated in the General Fund CIP since this fund and levy was intended to be for Equipment and Capital replacements, but didn’t initially contemplate full station replacements. Items of Note: 207 • FE06 – Radio Replacement Program- This is the lease payments for the radio replacement. The radio project was undertaken by Gallatin County’s 911 Services with payments from the City for our individual radio units. • Revenue projection in this fund is based on the value of a mill for property tax purposes. The 5-year average change is 4%; the highest rate during that period was for the 2017 appraisal year. We are using a conservative 3% estimate in this CIP. This is somewhat lower than the 5-year average (see below). 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 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 101,195$ 13.3% Average Change FY14-FY18 90,123.00$ 4.1% Fund 187 - Fire Capital & Equipment Replacement 208 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 FY19. Report compiled on: December 4, 2017 Attached: Fire Equipment and Capital Replacement CIP 209 Fire Equipment & Capital ReplacementCapital Improvement PlanFinancial Summary Current YearFY18 FY19 FY20 FY21 FY22 FY23UnscheduledProjected Beginning Reserve Balance Dedicated to CIP 675,700$ 549,980$ 360,903$ 367,335$ 770,149$ 1,055,232$ Plus: Dedicated Tax Revenues 4 Mills 404,780$ 416,923$ 429,431$ 442,314$ 455,583$ 469,251$ ‐$ Plus: Anticipated Grant Revenue Less: Scheduled CIP Project Costs (530,500)$ (606,000)$ (423,000)$ (39,500)$ (170,500)$ (176,750)$ ‐$ Projected Year‐End Cash Dedicated to CIP 549,980$ 360,903$ 367,335$ 770,149$ 1,055,232$ 1,347,733$ Assumptions Made for Revenue Estimates: Current YearFY18 FY19 FY20 FY21 FY22 FY23Estimated Annual Tax Revenues404,780$ 404,780$ 416,923$ 429,431$ 442,314$ 455,583$ Estimated Annual Increase 0% 3% 3% 3% 3% 3%Total Estimated Revenues404,780$ 416,923$ 429,431$ 442,314$ 455,583$ 469,251$ 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 CIP404,780$ 416,923$ 429,431$ 442,314$ 455,583$ 469,251$ ProjectedProjected$(606,000)$(423,000)$(39,500)$(170,500)$(176,750)$‐FY19 FY20 FY21 FY22 FY23 UNSCHEDULEDFIRE EQUIPMENT & CAPITAL REPLACEMENTS210 CIP PROJECT FUPROJ.DEPARTMENTPROJECT NAMEFY19UnscheduledFY23FY20FY21FY22Fire Equip & Capital ReplacementFE06FIRERADIO REPLACEMENT PROGRAM$250,000$250,000FE12FIREPERSONAL PROTECTIVE EQUIPMENT$41,750$36,000$38,000$39,500$40,500FE13FIRESTATION ALERTING SYSTEM$250,000FE14FIRESTRUCTURAL COLLAPSE EQUIPMENT$70,000FE15FIRECARDIAC MONITOR REPLACEMENT$135,000FE16FIREEXTRICATION TOOLS$130,000FE17FIREWILDLAND APPARATUS$135,000$176,750$606,000$423,000$39,500$170,500Totals by DEPARTMENTSummary for Fire Equip & Capital Replacement (7 items)Totals by year:$176,750$606,000$423,000FY23FY19FY20UnscheduledFY22$170,500$39,500FY21211 CIP Project Fund Fire Equip & Capital Replacement PROJECT NUMBER FE06 DEPARTMENT FIRE PROJECT NAME Radio Replacement Program FY19 $250,000 FY20 $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 FY21 FY22 FY23 212 CIP Project Fund Fire Equip & Capital Replacement PROJECT NUMBER FE12 DEPARTMENT Fire PROJECT NAME Personal Protective Equipment FY19 $36,000 FY20 $38,000 Unscheduled DESCRIPTION OF PROJECT Today each member of the Bozeman Fire Department is issued two sets of personal protective equipment (PPE), a primary and a backup set. By having two sets available members are ensured that if their primary set becomes contaminated or damaged on a call that they have a backup set of gear to move over into to complete their shift while their primary set is cleaned or repaired. The NFPA and manufacturer guidelines recommend that PPE used by firefighters, often referred to as turnout gear, be replaced every 10 years due to the breakdown of the protective fibers that are used to make the gear. Presently the fire department purchases gear on a rotating cycle so that a firefighter’s primary gear is 0-5 years old and their back-up gear is 6-10 years old. This rotation is consistent with national best practice and is something the fire department plans to continue. To this point these purchases have been made annually out of the general fund even though its meets the criteria for the Capital Equipment and Replacement Fund. Starting in FY-19 the fire department will move this purchase form the general fund to the capital fund. This will become an annual expense in the capital plan. ALTERNATIVES CONSIDERED Continue to purchase out of the general fund budget ADVANTAGES OF APPROVAL Moves purchase from general fund budget to capital budget ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Will be replaced in 10 years FUNDING SOURCES New Replacement Equipment Project FY21 $39,500 FY22 $40,500 FY23 $41,750 213 CIP Project Fund Fire Equip & Capital Replacement PROJECT NUMBER FE13 DEPARTMENT Fire PROJECT NAME Station Alerting System FY19 $250,000 FY20 Unscheduled DESCRIPTION OF PROJECT Presently the fire department receives primary notification of emergency calls via an alpha numeric pager. The use of alpha numeric paging is an outdated method of notifying emergency responders of response request and is difficult to find technological support for. The new 800 MHz radio system coupled with the installation of a new Computer Aided Dispatch (CAD) system now gives the Fire Department the ability to utilize a station alerting system. The implementation of a station alerting system allows for faster notification of responders as it eliminates the need for alpha numeric pagers which are slower, as they require the use of multiple interfaces. Station alerting allows for both audible and visual notification of responders while not increasing the workload on dispatchers. The moment that dispatchers have the basic information of an emergency call, a station alerting system automatically notifies the appropriate response unit while the dispatcher continues to gather information. This improves the first phase of a response which is commonly referred to as the call processing time, which by national standard is to be completed within 60 – 80 seconds. Today the average call processing time is approximately 90 seconds. By improving call processing times the overall response time to an emergency response is also reduced. This project also has a direct effect on the second phase of a response which is referred to as turnout time. Turnout time is the time from when responders are notified until they begin their actual driving response. Today with the alpha paging system the fire department routinely sees a 30-40 second delay in pager activation which causes extended turnout times. The national standard for turnout times is 60-80 seconds depending on the type of call, however today BFD times are closer to 90-105 seconds, primarily related to the alpha pager delay. Station alerting has the potential to reduce overall response times by nearly a minute and solves the problem of using alpha numeric paging. This project would require the installation of specific equipment in all of the fire stations, thus if a plan is implemented to address the current station 1 and station 2 as suggested in the Fire Master Plan, this project may need to be postponed until that occurs. ALTERNATIVES CONSIDERED Continue to use existing alpha pagers / delay this project until decisions on existing fire stations are made. ADVANTAGES OF APPROVAL Improved response times / answers question about long term solution to emergency responder notification ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES New Replacement Equipment Project FY21 FY22 FY23 214 CIP Project Fund Fire Equip & Capital Replacement PROJECT NUMBER FE14 DEPARTMENT Fire PROJECT NAME Structural Collapse Equipment FY19 $70,000 FY20 Unscheduled DESCRIPTION OF PROJECT A structural collapse can be defined as a car driving into a building causing part of the building to fall, up to a total building collapsing due to a seismic event that occurs. Today the Fire Department has no structural collapse equipment in its cadre of tools. In the event of structural collapse, the nearest capable response team would be dispatched from Idaho Falls, ID. The department has spent the past two budget years improving our confined space and trench rescue response capabilities and is now prepared to add structural collapse to our capabilities. The requested equipment includes tools that are capable of accessing patients through concrete and steel, some of the more common obstacles encountered in a structural collapse. Also included in the requested is a search camera which allows rescuers to evaluate areas of collapse both visually and audibly for potential victims without having to access the area thus speeding up the search for potential victims. ALTERNATIVES CONSIDERED Do not purchase equipment / accept current level of risk / rely on out of state support for response if needed ADVANTAGES OF APPROVAL Provides city with equipment necessary to handle a structural collapse, most likely to occur with a seismic event. Minimizes need for out of state response. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES New Replacement Equipment Project FY21 FY22 FY23 215 CIP Project Fund Fire Equip & Capital Replacement PROJECT NUMBER FE15 DEPARTMENT Fire PROJECT NAME Cardiac Monitor Replacement FY19 FY20 $135,000 Unscheduled DESCRIPTION OF PROJECT The Fire Department maintains 4 cardiac monitors that are on in-service apparatus. It is best practice to keep all of our cardiac monitors the same across the board so that staff do not have to attempt to remain familiar with multiple models of monitors. The next scheduled update to the cardiac monitoring is set for 2020. The department has the ability to receive trade in credit on its existing monitors during this transition as well. By staying with the most current version of cardiac monitors the department maintains interoperability with both AMR and Bozeman Health. These units would be expected to last until 2030 which is the next scheduled update. The department also maintains an annual service contract on the monitors during their life span. ALTERNATIVES CONSIDERED Continue to use current model cardiac monitors and make replacements out of general fund as needed ADVANTAGES OF APPROVAL Helps maintain interoperability with Bozeman Health and AMR. Keeps monitors consistent across the board for all BFD paramedics ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Will be replaced in 10 years FUNDING SOURCES New Replacement Equipment Project FY21 FY22 FY23 216 CIP Project Fund Fire Equip & Capital Replacement PROJECT NUMBER FE16 DEPARTMENT Fire PROJECT NAME Extrication Tools FY19 FY20 Unscheduled DESCRIPTION OF PROJECT These are the tools that are used to access and remove patients from automobile accidents when they have become pinned or trapped in a vehicle. Having up to date extrication equipment is important as auto manufacturers continue to come out with new metals and materials that older equipment cannot cut. By replacing all three of the units at the same time we standardized our fleet of tools, making use, training, and maintenance consistent across the board. The anticipated life span of this equipment is 10 years. ALTERNATIVES CONSIDERED Continue to use existing equipment and plan replacement out of general fund budget ADVANTAGES OF APPROVAL Moves purchase from general fund to capital fund. Ensures that extrication equipment is consistent across the department and up to current standards related to automobile construction. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES New Replacement Equipment Project FY21 FY22 $130,000 FY23 217 CIP Project Fund Fire Equip & Capital Replacement PROJECT NUMBER FE17 DEPARTMENT Fire PROJECT NAME Wildland Apparatus FY19 FY20 Unscheduled DESCRIPTION OF PROJECT The City of Bozeman continues to have several areas of undeveloped land within its corporate boundaries. Areas such as Story Mill, the Gallatin Regional Park, MSU agricultural fields, Pete’s Hill, and others still pose a risk of wildland fire problems. Having a wildland apparatus allows for the BFD to respond to these types of events in a vehicle that is equipped and designed for these types of responses, which often require that we travel off road to address the fire problem. The City’s current wildland apparatus will be approaching 30 years old during this fiscal year. While the vehicle may not have significant mileage other assessments such as structural integrity of the vehicle will need to be done based on the use of the vehicle as well as an assessment of the fire pump on the unit. ALTERNATIVES CONSIDERED Continue to use existing apparatus ADVANTAGES OF APPROVAL Provides department with reliable, up to date, wildland apparatus to address identified risk in the community. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED FUNDING SOURCES New Replacement Equipment Project FY21 FY22 FY23 $135,000 218