HomeMy WebLinkAbout11-05-18 City Commission Packet Materials - C4. Adopt the Fire Equipment and Capital Replacement Fund CIP 2020-2024
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Kristin Donald, Finance Director
SUBJECT: Adopt the Fire Equipment and Capital Replacement Fund Capital
Improvement Plan (CIP) for Fiscal Years 2020-2024.
AGENDA ITEM TYPE: Consent
MEETING DATE: November 5, 2018
RECOMMENDATION: Adopt the Fire Equipment and Capital Replacement Fund
Capital Improvement Plan (CIP) for Fiscal Years 2020-2024.
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. Similar to recent years
past, we are bringing the various 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.
As we grow as a City, so will our projects and infrastructure. To move towards a plan that only
includes true capital items which, we need to plan for based on risk and strategic initiatives, we
will move to a higher threshold. Currently, threshold for inclusion in the plan is $10,000 this
causes many maintenance and other operational budget items to be included in the capital plan.
For the FY21 to FY25 Capital Improvement Plan we will use a $25,000 threshold. This will
align us with best practices and be able to make better capital decisions by focusing on true
capital items and less maintenance and operational expenses.
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The Fire Chief, City Manager, and other city staff met in October and November to develop the
attached Capital Plan for the equipment and capital needs of the Department that could be funded
through the 4-mill levy for Fire Capital and Equipment Replacement. Fire Stations 2 relocation
have been incorporated in the General Fund CIP since this fund and levy was intended to be for
Equipment and Capital replacements, but didn’t initially contemplate full station replacements.
Strategic Plan Efforts- FY20 has the second payment for the radio lease with Gallatin County as
part of 3.1 d Update Public Safety Technology Systems. This year we worked towards 7.1 b
Create a Culture of Innovation by changing our Capital planning system, from an Access
database for project tracking and plan development to using our ERP system’s project module
making it easier to merge them into the budget, setup efficiency for projects when started and
giving increased project reporting.
UNRESOLVED ISSUES: None.
ALTERNATIVES: As suggested by the City Commission. If the Commission does not
wish to adopt this schedule tonight, it can be scheduled for approval on a later agenda.
FISCAL EFFECTS: This step in the process has no fiscal effect. Once adopted, the
Capital Improvements Plan becomes the basis of the City Manager’s Recommended Budget for
FY20.
Report compiled on: October 25, 2018
Attached: Fire Equipment and Capital Replacement Fund CIP Section
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FIRE EQUIPMENT & CAPITAL FUND FINANCIAL SUMMARY Financial Summary Current YearFY19 FY20 FY21 FY22 FY23 FY24UnscheduledProjected Beginning Reserve Balance Dedicated to CIP 839,424$ 650,708$ 70,644$ 152,934$ 523,522$ 957,614$ Plus: Dedicated Tax Revenues 4 Mills 417,284$ 432,936$ 446,790$ 461,088$ 475,842$ 491,069$ ‐$ Plus: Grant135,000$ Less: Amount dedictaed to BPSC (600,000)$ Less: Scheduled CIP Project Costs (606,000)$ (413,000)$ (364,500)$ (90,500)$ (176,750)$ (1,443,000)$ ‐$ Projected Year‐End Cash Dedicated to CIP 650,708$ 70,644$ 152,934$ 523,522$ 957,614$ 5,684$ Assumptions Made for Revenue Estimates: Current YearFY19 FY20 FY21 FY22 FY23 FY24Estimated Annual Tax Revenues 419,512$ 419,512$ 432,936$ 446,790$ 461,088$ 475,842$ Estimated Annual Increase 3.2% 3.2% 3.2% 3.2% 3.2%Total Estimated Revenues 419,512$ 432,936$ 446,790$ 461,088$ 475,842$ 491,069$ Current Revenues Dedicated to CIP % 100.0% 100.0% 100.0% 100.0% 100.0% 100.0% Plus: Increase Dedicated to CIP 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% Total % Dedicated to CIP 100.0% 100.0% 100.0% 100.0% 100.0% 100.0%Total Estimated Revenues Dedicated to CIP 419,512$ 432,936$ 446,790$ 461,088$ 475,842$ 491,069$ ProjectedProjected$(413,000)$(364,500)$(90,500)$(176,750)$(1,443,000)$‐FY20 FY21 FY22 FY23 FY24 UNSCHEDULEDFIRE EQUIPMENT & CAPITAL REPLACEMENTS51
FIRE EQUIPMENT & CAPITAL FUND PROJECT SUMMARY Project # Project Name FY2020 FY2021 FY2022 FY2023 FY2024FE06Radio Replacement Program 250,000 ‐ ‐ ‐ ‐ FE12Personal Protective Equip 38,000 39,500 40,500 41,750 43,000 FE15Cardiac Monitor Replacement ‐ 175,000 ‐ ‐ ‐ FE16Extrication Tools ‐ 150,000 ‐ ‐ ‐ FE17Wildlands Apparatus ‐ ‐ ‐ 135,000 ‐ FE18Light Duty Vehicles 80,000 ‐ 50,000 ‐ ‐ FE19Utility Vehicle 45,000 ‐ ‐ ‐ ‐ FE20Fire Engine Replacement ‐ ‐ ‐ ‐ 700,000 FE21Fire Engine Replacement ‐ ‐ ‐ ‐ 700,000 Fiscal Year totals 413,000 364,500 90,500 176,750 1,443,000 52
FIRE EQUIPMENT & CAPITAL FUND DETAIL BACKGROUND The revenue projection in this special revenue fund is based on the value of a mill for property tax purposes. The 5‐year average change is 4.2%; the highest rate during that period was for the 2018 appraisal year. We are using a conservative 3% estimate in this CIP. This is somewhat lower than the 5‐year average. $83,226 $85,637 $87,894 $86,564 $89,325 $101,195 $104,878 $‐ $20,000 $40,000 $60,000 $80,000 $100,000 $120,0002013 2014 2015 2016 2017 2018 2019Value of 1 mill, City of Bozeman53
CAPITAL PLAN SUMMARY FY20 has the second payment for the radio lease with Gallatin County as part of the Strategic Plan 3.1 d Update Public Safety Technology Systems. The plan includes a contribution to the Bozeman Public Safety Center as planned during the ballot language financial planning process. A utility vehicle has been added, FE19, in FY20 to be used in place of the fire truck for better service delivery. F15 and FE16 years were adjusted, with FE15 being moved one year further and FE16 one year sooner, and better cost estimates were obtained. FY23 adds a Wetland Apparatus, FE17, which will be paid for through grant funding. FY24 has the replacement of two fire engines both Fire Engine 1 and Fire Engine 2 will be over 12 years old and expected life span is around 10 years for the average fire engine. 54
Project Name YearDescription AmountTotal Project #RADIO REPLACEMENT PROGRAM 250,000 DESCRIPTION: ‐ THIS PLAN ALLOWS FOR AGING FIRE PORTABLE RADIOS ‐ TO BE REPLACED, INCLUDING ALL OF THE SOFTWARE, ‐ PROGRAMMING AND PERIPHERAL ACCESSORIES. THIS ‐ WAS A PLAN THAT BEGAN IN FY18 WITH THE FIRST ‐ PAYMENT IN FY19, APPROVED FOR FY19 BUDGET AND PAST ‐ CIP (FY19‐FY23). ‐ ALTERNATIVES CONSIDERED: ‐ NONE CONTRACT SIGNED ‐ ADVANTAGES OF APPROVAL: ‐ COMPLIANCE WITH AGREEMENT AND IMPROVED RADIOS. ‐ ADD OPERITING COSTS: ‐ NONE ‐ PERSONAL PROTECTIVE EQUIPMENT 38,000 DESCRIPTION: ‐ TODAY EACH MEMBER OF THE BOZEMAN FIRE DEPARTMENT ‐ IS ISSUED TWO SETS OF PERSONAL PROTECTIVE ‐ EQUIPMENT (PPE), A PRIMARY AND A BACKUP SET. ‐ THE NFPA AND MANUFACTURER GUIDELINES RECOMMEND ‐ THAT PPE USED BY FIREFIGHTERS, OFTEN REFERRED TO ‐ AS TURNOUT GEAR, BE REPLACED EVERY 10 YEARS DUE TO ‐ HE 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. ‐ ALTERNATIVES CONSIDERED: ‐ CONTINUE TO PURCHASE OUT OF THE GENERAL FUND ‐ ADVATNAGES: ‐ MOVES PURCHASE FROM GENERAL FUND BUDGET TO CAPITAL ‐ ADD OPERATING COSTS: ‐ WILL BE REPLACED IN 10 YEARS ‐ Radio Replacement Program 2020250,000 FE06 Personal Protective Equipment 202038,000 FE12 (FY20) 55
Project Name YearDescription AmountTotal Project #PERSONAL PROTECTIVE EQUIPMENT 39,500 DESCRIPTION: ‐ TODAY EACH MEMBER OF THE BOZEMAN FIRE DEPARTMENT ‐ IS ISSUED TWO SETS OF PERSONAL PROTECTIVE ‐ EQUIPMENT (PPE), A PRIMARY AND A BACKUP SET. ‐ THE NFPA AND MANUFACTURER GUIDELINES RECOMMEND ‐ THAT PPE USED BY FIREFIGHTERS, OFTEN REFERRED TO ‐ AS TURNOUT GEAR, BE REPLACED EVERY 10 YEARS DUE TO ‐ HE BREAKDOWN OF THE PROTECTIVE FIBERS THAT ARE USE ‐ 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. ‐ ALTERNATIVES CONSIDERED: ‐ CONTINUE TO PURCHASE OUT OF THE GENERAL FUND ‐ ADVANTAGES OF APPROVAL: ‐ MOVES PURCHASE FROM GENERAL FUND BUDGET TO CAPITAL ‐ ADD OPERATING COSTS: ‐ WILL BE REPLACED IN 10 YEARS ‐ Personal Protective Equipment 202139,500 FE12 (FY21)56
Project Name YearDescription AmountTotal Project #PERSONAL PROTECTIVE EQUIPMENT 40,500 DESCRIPTION: ‐ TODAY EACH MEMBER OF THE BOZEMAN FIRE DEPARTMENT ‐ IS ISSUED TWO SETS OF PERSONAL PROTECTIVE ‐ EQUIPMENT (PPE), A PRIMARY AND A BACKUP SET. 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. ‐ ALTERNATIVES CONSIDERED: ‐ CONTINUE TO PURCHASE OUT OF THE GENERAL FUND ‐ ADVANTAGES OF APPROVAL: ‐ MOVES PURCHASE FROM GENERAL FUND BUDGET TO CAPITAL ‐ ADD OPERATING COSTS: ‐ WILL BE REPLACED IN 10 YEARS ‐ Personal Protective Equipment 202240,500 FE12 FY22)57
Project Name YearDescription AmountTotal Project #PERSONAL PROTECTIVE EQUIPMENT 41,750 DESCRIPTION: ‐ TODAY EACH MEMBER OF THE BOZEMAN FIRE DEPARTMENT ‐ IS ISSUED TWO SETS OF PERSONAL PROTECTIVE ‐ EQUIPMENT (PPE), A PRIMARY AND A BACKUP SET. 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. ‐ ALTERNATIVES CONSIDERED: ‐ CONTINUE TO PURCHASE OUT OF THE GENERAL FUND ‐ ADVANTAGES OF APPROVAL: ‐ MOVES PURCHASE FROM GENERAL FUND BUDGET TO CAPITAL ‐ ADD OPERATING COSTS: ‐ WILL BE REPLACED IN 10 YEARS ‐ DESCRIPTION: 43,000 TODAY EACH MEMBER OF THE BOZEMAN FIRE DEPARTMENT ‐ IS ISSUED TWO SETS OF PERSONAL PROTECTIVE ‐ EQUIPMENT (PPE), A PRIMARY AND A BACKUP SET. ‐ 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 FIREFIGHTERS PRIMARY GEAR IS 0‐5 YEARS OLD ‐ AND THEIR BACK‐UP GEAR IS 6‐10 YEARS OLD. ‐ ALTERNATIVES CONSIDERED: ‐ USE OTHER FUNDING SOURCES SUCH AS GENERAL FUND ‐ ADVANTAGES OF APPROVAL: ‐ EQUIPMENT WILL REMAIN UP TO DATE AND EFFECTIVE ‐ ADD OPERATING COSTS: ‐ NONE ‐ Personal Protective Equipment 202341,750 FE12 (FY23)Personal Protective Equipment 202443,000 FE12 (FY24)58
Project Name YearDescription AmountTotal Project #REPLACEMENT OF THE 5 CARDIAC MONTIORS CURRENTLY 175,000 IN USE BY THE FIRE DEPARTMENT. REPLACEMENT NEEDS ‐ TO OCCUR IN CONJUNCTION WITH UPDATES AT LOCAL ‐ HOSPITAL TO ENSURE INTEROPERABILITY. DEPARTMENT ‐ WILL RECEIVE SOME TRADE IN CREDIT FOR OLDER ‐ MONITORS. NEW MONTIORS SHOULD HAVE A 10 YEAR ‐ LIFE SPAN. ‐ EXTRICATION TOOLS 130,000 DESCRIPTION: ‐ 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 3 ‐ 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 10YEARS ‐ ALTERNTAIVES 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. ‐ ADD OPERATING COSTS: ‐ NONE. ‐ INCREASE: 20,000 REVISED ESTIMATE WITH QUOTE FROM VENDOR ‐ Cardiac Monitor Replacement 2021175,000 FE15 Extrication Tools 2021150,000 FE16 59
Project Name YearDescription AmountTotal Project #WILDLAND APPARATUS 135,000 DESCRIPTION: ‐ 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 IS 30 YEARS OLD. 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 ‐ ALTERNTAITVES CONSIDERED: ‐ CONTINUE TO USE EXISTING APPARATUS ‐ ADVANTAGES OF APPROVAL: ‐ PROVIDES DEPARTMENT WITH RELIABLE, UP TO DATE, ‐ WILDLAND APPARATUS TO ADDRESS IDENTIFIED RISK ‐ IN THE ‐ ADD OPERATING COSTS: ‐ NONE ‐ NEW VEHCILE TO REPLACE ASSET NUMBER 3076, 2002 40,000 CHEVROLET SUBURBAN WITH 154,000 MILES. WILL ‐ REPLACE WITH 1/2 TON 4X4 PICKUP. ‐ NEW VEHICLE FOR THE ACCREDITATION & PROJECT 40,000 MANAGER POSITION BEING REQUESTED IN THE FY‐20 ‐ STAFFING PLAN. PENDING APPROVAL OF POSITION ‐ Wildlands Apparatus 2023135,000 FE17 Light Duty Vehicles 202080,000 FE18 (FY20)60
Project Name YearDescription AmountTotal Project #NEW LIGHT DUTY RESPONSE VEHICLE FOR QUICK RESPONSE 50,000 VEHICLE (QRV). VEHICLE WOULD BE USED FOR LOW ‐ PRIORITY CALL RESPONSE AND ADDITIONAL STAFFING FOR ‐ CALLS THAT REQUIRED MORE FIREFIGHTERS. NEED FOR ‐ THIS REQUEST WOULD DEPEND ON APPROVAL OF POSITIONS ‐ IN CITY STAFFING PLAN. ‐ UTV VEHICLE WITH INTERCHANGABLE SLIDEOUTS 45,000 UTV VEHICLE THAT WILL HAVE SLIDEOUTS FOR ‐ EMS AND WILDLAND FIREFIGHTING OPERATIONS. ‐ REPLACEMENT OF ENGINE 1 700,000 DESCRIPTION: ‐ ENGINE 1 WILL BE 13 YEARS OLD AT THIS POINT ‐ THE EXPECTED LIFESPAN OF A FIRE ENGINE IS 10 YEARS ‐ FURTHER EVALUATION OF MILEAGE ENGINE HOURS, AND ‐ SERVICE AND REPAIR RECORDS WILL OCCUR AT THIS TIME ‐ TO SUPPORT OR POSTPONE THIS PURCHASE ‐ ALTERNATIVES CONSIDERED: ‐ AT THE TIME OR PURCHASE DELAYING WILL BE ‐ CONSIDERED. ‐ ADVANTAGES OF APPROVAL: ‐ NEWER EQUIPMENT IS MORE COST EFFECTIVE TO MAINTAIN ‐ AND IS MORE RELIABLE IN AN EMERGENCY SITUATION. ‐ ADD OPERATING COSTS: ‐ MAINTENANCE COST WOULD BE REDUCED. ‐ FIRE ENGINE REPLACEMENT 2024700,000 FE20 Light Duty Vehicles 202250,000 FE18 (FY22)UTILITY VEHICLE 202045,000 FE19 61
Project Name YearDescription AmountTotal Project #REPLACEMENT OF ENGINE 2 700,000 DESCRIPTION: ‐ ENGINE 2 WILL BE 12 YEARS OLD AT THE POINT. THE ‐ EXPECTED LIFESPAN OF A FIRE ENGINE IS 10 YEARS. ‐ FURTHER EVALUATION OF MILEAGE ENGINE HOURS, AND ‐ SERVICE AND REPAIR RECORDS WILL OCCUR AT THIS TIME ‐ TO SUPPORT OR POSTPONE THIS PURCHASE. ‐ ALTERNATIVES CONSIDERED: ‐ AT THE TIME OR PURCHASE DELAYING WILL BE ‐ CONSIDERED. ‐ ADVANTAGES OF APPROVAL: ‐ NEWER EQUIPMENT IS MORE COST EFFECTIVE TO MAINTAIN ‐ AND IS MORE RELIABLE IN AN EMERGENCY SITUATION. ‐ ADD OPERATING COSTS: ‐ MAINTENANCE COST WOULD BE REDUCED. ‐ FIRE ENGINE REPLACEMENT 2024700,000 FE21 62