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HomeMy WebLinkAboutAdoption of the Fire Capital and Equipment Fund Ca_8.pdf Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Chris Kukulski, City Manager Anna Rosenberry, Finance Director SUBJECT: Adoption of the Fire Capital and Equipment Fund Capital Improvement Plan (CIP) for FY14-18. AGENDA ITEM TYPE: Action MEETING DATE: November 26, 2012 RECOMMENDATION: Adoption of the Fire Capital and Equipment Fund Capital Improvement Plan (CIP) for FY14-18. 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. In the past, plans have been presented to the Commission prior to approval. Fire Department and other city staff met in October to develop the attached Capital Plan for the needs of the Department that could be appropriately funded through the 4-mill levy for Fire Capital and Equipment Replacement. Ladder Truck Replacement – FE02: The department has spent considerable time planning for the replacement of the single-largest piece of equipment the city owns: our Ladder Truck. It is scheduled for replacement in FY14. In order to spec, bid, and construct the Truck, months of lead-time are required. It is our recommendation that we proceed with a Request For Proposals for construction of the truck by the end of November/early December 2012. Depending on the 265 proposals received, we will likely come back to them in January/February 2013 with a request to sign a contract and place order at that time due to the long construction times for these pieces of equipment. We anticipate that with this timeline, we can receive delivery of the truck in late 2013, early 2014. Staff Vehicles – FE07: As an improved part of the plan this year, we have further developed the department’s Staff Vehicle Replacement schedule FE07, with an additional table that outlines the type of vehicle we currently have and the type of vehicle that should eventually replace it. Replacement of Engine #2 – FE09: We are also adding this to the items in the plan, listing it as “unscheduled.” It is intended to be replaced in FY19, one year beyond this FY14-18 document. This will help explain the need for balances in the fund, and assist with scheduling next year. UNRESOLVED ISSUES: None. ALTERNATIVES: As suggested by the City Commission. If the Commission is 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 FY14. Report compiled on: November 19, 2012 Attached: Fire Capital and Equipment Fund CIP 266 Fire Equipment & Capital ReplacementCapital Improvement PlanFinancial Summary Current YearFY13 FY14 FY15 FY16 FY17 FY18UnscheduledProjected Beginning Reserve Balance Dedicated to CIP 578,000$         833,040$            (65,727)$          223,868$       455,256$      758,571$        Plus:  Dedicated Tax Revenues 4 Mills 332,904$         336,233$            339,595$         346,387$       353,315$      360,381$     ‐$                      Less:  Scheduled CIP Project Costs (77,864)$          (1,235,000)$        (50,000)$          (115,000)$      (50,000)$      (415,000)$    (1,315,000)$      Projected Year‐End Cash Dedicated to CIP 833,040$         (65,727)$             223,868$         455,256$       758,571$      703,952$      Assumptions Made for Revenue Estimates: Current YearFY13 FY14 FY15 FY16 FY17 FY18Estimated Annual Tax Revenues 332,904$            332,904$                336,233$           339,595$          346,387$         353,315$          Estimated Annual Increase‐                       1% 1% 2% 2% 2%Total Estimated Revenues 332,904$            336,233$                339,595$           346,387$          353,315$         360,381$        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%TotalEstimatedRevenuesDedicatedtoCIP332 904$336 233$339 595$346 387$353 315$360 381$ProjectedProjectedTotal Estimated Revenues Dedicated to CIP332,904$           336,233$               339,595$           346,387$         353,315$        360,381$          1,400,0001,200,0001,000,000800,000600,000400,000200,0000Fire Equipment & Capital Replacements267 CIP PROJECT FUNDPROJ.DEPARTMENPROJECT NAMEFY14FY16UnscheduledFY15FY17FY18Fire Equip & Capital ReplacementFE02FIREREPLACEMENT OF LADDER TRUCK$1,200,000FE05FIREDEFIBRILLATOR REPLACEMENT PROGRAM$35,000FE06FIREPORTABLE RADIO REPLACEMENT PROGRAM$50,000$50,000$50,000FE07FIREFIRE STAFF VEHICLE REPLACEMENTS$65,000$265,000$65,000FE08FIREFIRE STATION #1 REMODEL$500,000FE09FIREFIRE ENGINE #2 REPLACEMENT$550,000FE10FIRESELF‐CONTAINED BREATHING APPARATUS (SCBA) REPLACEMENTS$350,000Summary for  Fire Equip & Capital Replacement (7 items)Totals by year:$1,235,000 $50,000$115,000$1,315,000FY14FY15FY16UnscheduledFY18$415,000$50,000FY17268 CIP Project Fund Fire Equip & Capital Replacement PROJECT NUMBER FE02 DEPARTMENT FIRE PROJECT NAME REPLACEMENT OF LADDER TRUCK FY14 $1,200,000 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This project will fund the purchase and equipment of a new aerial platform truck for the fire department in FY14 An aerial platform truck is different from a ladder truck in that it has a platform at the tip of the ladder that allows firefighters to operate water streams and perform rescue and other operations from the tip of the ladder device while it is in operation, a capability we do not currently have. The City’s ladder truck was purchased in 1986 and has served the community well for over 20 years. Recent required annual UL ladder tests have revealed that the ladder beds are beginning to twist and warp from use and age. Additionally, the open air rear cab violates current firefighter safety requirements of NFPA as firefighters are exposed to traffic during responses and are not protected in the event of a crash. At the time of its replacement this apparatus will be 27 years old. ALTERNATIVES CONSIDERED Continue to use current ladder truck until it must be taken out of service, have present ladder and cab refurbished at manufacturing facility, purchase used aerial platform truck, lease/purchase new aerial platform truck. ADVANTAGES OF APPROVAL Provide a critical life-safety resource that will enhance the fire department’s ability to protect the city and its residents. This aerial device is particularly important to provide fire and rescue services to the downtown area, large commercial structures and multi- family residential structures. It will also gain us important points in ISO’s scoring matrix. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Annual Operating and Maintenance Costs: Our costs will increase based upon insurance, maintenance and repair, lubricants, fuel and oil expenses. Further increases will occur based also upon the actual number of responses and hours used. Our current maintenance fund will be used for this vehicle. FUNDING SOURCES 100% Fire Equipment & Capital Replacement Fund New Replacement Equipment Project FY17 FY18 269 CIP Project Fund Fire Equip & Capital Replacement PROJECT NUMBER FE05 DEPARTMENT FIRE PROJECT NAME Defibrillator Replacement Program FY14 $35,000 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This project is to replace the defibrillators on Engine Two and Engine Three. Currently we are using a Lifepak 12’s which have come to the end of their serviceable lifespan. Engine Two’s Defibrillator is over 10 years old and Engine Three’s is over 8 years old. These devices are used to read heart rhythms, shock shockable rhythms, monitor heart rates and carbon monoxide levels and transmit all related data to the emergency room thus improving patient outcomes. These devices are part of providing an Advanced Life Support level of service to our customers. This project would replace these two pieces of equipment over the span of two years. ONE of these items was included in our recent Assistance to Firefighters Grant Request. ALTERNATIVES CONSIDERED Continue to use existing Lifepak 12’s until they are no longer supported by the manufacture. ADVANTAGES OF APPROVAL Replacing these pieces of equipment will ensure reliability for the foreseeable future. They will also help standardize our equipment as we have a Lifepak 15 in service on Engine One. These tools also allow our paramedics to provide a more thorough and detailed level of service to our customers. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED As these items are replacement items for equipment already in service additional operating costs should be minimal FUNDING SOURCES 100% Fire Equipment & Capital Replacement Fund New Replacement Equipment Project FY17 FY18 270 CIP Project Fund Fire Equip & Capital Replacement PROJECT NUMBER FE06 DEPARTMENT FIRE PROJECT NAME Portable Radio Replacement Program FY14 FY15 $50,000 FY16 $50,000 Unscheduled DESCRIPTION OF PROJECT This plan allows for 10 fire portable radios to be replaced each year, including all of the software, programming and peripheral accessories. This is planned replacement of radios at the end of their predicted usable life, estimated between six 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. Portable (or handheld) 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, captains and management staff and are used daily. These radios will be replaced only when they are unservicable. ALTERNATIVES CONSIDERED none ADVANTAGES OF APPROVAL This ensures safe and reliable emergency communications and response. Program allows for planned and predictable need for equipment replacement. Clear and dependable communication allows for quick and efficient emergency deployment and the required level of firefighter safety. 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 New Replacement Equipment Project FY17 $50,000 FY18 271 CIP Project Fund Fire Equip & Capital Replacement PROJECT NUMBER FE07 DEPARTMENT FIRE PROJECT NAME FIRE STAFF VEHICLE REPLACEMENTS FY14 FY15 FY16 $65,000 Unscheduled $265,000 DESCRIPTION OF PROJECT The Fire Department utilizes numerous vehicles for Department needs. The type of vehicle required will change significantly with the implementation of Battalion Chiefs for 24/7/365 Command coverage. See attached Table on the following page. ALTERNATIVES CONSIDERED Could continue to utilize existing vehicles longer. However, many of these vehicles are emergency response vehicles for the Fire Department. ADVANTAGES OF APPROVAL The Department will have adequate, properly sized vehicles for emergency response and other operational functions. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Newer vehicles are expected to be more fuel efficient. FUNDING SOURCES 100% Fire Equipment & Capital Replacement Fund. New Replacement Equipment Project FY17 FY18 $65,000 272 Fire Staff Vehicle ReplacementsAsset #Current Make/FeaturesModel YrCurrent MileageReplacement Make/FeaturesFY14FY15FY16FY17FY18UnscheduledNotes2764 Chevy Tahoe:  Utility Truck ‐ Station #32000 113,862 Replace with a Passenger Car.$35,0002760 Chevy Suburban:  F5 ‐ Training Officer2000 104,809 Replace with a 4x4, SUV style, mid sized vehicle.$45,0003076 Chevy Suburban:  F2 ‐ Operations Chief2002 112,511 Suburban style, 4x4, with emergency lighting, radios, MDT$65,000Upon replacement, this becomes the primary Command Vehicle, utilized by Battaion Chief.3332 Chevy Tahoe:  F3 ‐ Fire Marshall2007 43,154 4x4, SUV style, mid sized vehicle$45,0003247 Chevy Tahoe:  F4 ‐ Disaster & Emergency Services (DES) Staff Captain2004 91,126 4x4, SUV style, mid‐sized vehicle, with emergency lighting, radios, MDT.$50,0003153 Chevy Suburban:  F1 ‐  Fire Chief2003 81,757 Suburban style, 4x4, with emergency lighting, radios, MDT.$65,000This vehicle will become the Battalion Chief Vehicle.3275 Ford F150:  Fire Investigations, Station #32005 40,604 Pickup with full‐sized box, 4x4, tow capacity.$45,0003158 Chevy Silverado: Utility Truck ‐ Station #12003 20,817 Pickup with full sized box, 4x4, tow capacity.$45,000Need pickup capable of hauling our fire prevention vehicle.3363 Dodge Durango:  Utility Truck ‐ Station #22007 22,437 4x4, SUV style, mid‐sized vehicle. This vehicle becomes the Fire Inspector vehicle.$265,000$65,000 $65,000273 CIP Project Fund Fire Equip & Capital Replacement PROJECT NUMBER FE08 DEPARTMENT FIRE PROJECT NAME FIRE STATION #1 REMODEL FY14 FY15 FY16 Unscheduled $500,000 DESCRIPTION OF PROJECT The purpose of this project is to expand the second floor of Fire Station One out to the existing building foot print and remodel the interior spaces increasing facility size and functionality, decreasing maintenance costs and increasing energy efficiency. The second floor of this station has been remodeled many times. Windows do not completely close, electrical and plumbing maintenance is becoming more frequent and kitchen cabinetry is beginning to fail. Office space is limited and safety hazards have been identified in the recent facility surveys. The living quarters upstairs are not conducive to female firefighters. Separate and equal restroom, bath and sleeping facilities are needed should we hire a female firefighter. The station remodel will include sleeping quarters, bathrooms, and living spaces for up to ten 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. ALTERNATIVES CONSIDERED Continue with utilizing the existing station as is. Maintain facility as reasonably as possible. We are currently undergoing a structural analysis and review of the existing structure to verify if expansion of the upper levels is feasible. ADVANTAGES OF APPROVAL This project would significantly improve the living conditions and operational functionality of Fire Station One. This project remedies the safety hazards identified in recent facility surveys. This project will decrease ongoing maintenance costs compared to the existing facility. New construction will be “green” and more energy efficient. Creates sleeping quarters and office space for Battalion Chiefs. Separate and equal restroom, bath and sleeping facilities for when we hire a female firefighter in the future. In House Physical fitness area - firefighters currently have to leave the station for physical fitness activities. 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 newer facility will balance with the increase in size. FUNDING SOURCES Depending on features of the project, Fire Equipment & Capital Replacement, General Fund, and potentially could be funded by Fire Impact Fees (if expansion of station expands fire service capacity.) New Replacement Equipment Project FY17 FY18 274 CIP Project Fund Fire Equip & Capital Replacement PROJECT NUMBER FE09 DEPARTMENT FIRE PROJECT NAME FIRE ENGINE #2 REPLACEMENT FY14 FY15 FY16 Unscheduled $550,000 DESCRIPTION OF PROJECT This is the scheduled replacement of Fire Engine #2 - to occur in FY19. Marked unscheduled, but tracking the replacement for the next plan year. This project replaces the front-line engine for Fire Station #2 which is nearing the end of its safe and useful life. ALTERNATIVES CONSIDERED Continued use of the current fire apparatus with significant increases in our annual maintenance budget; buy a used engine; lease/purchase an engine. ADVANTAGES OF APPROVAL Reduced maintenance costs and increased reliability for a significant piece of the City's structural firefigthing resources. ADDITIONAL OPERATING COSTS IN THE FUTURE, IF FUNDED Maintnenace costs for the current engine will cease. Other costs will increase based upon insurance, maintenance and repair, lubricants, fuel and oil expenses. Further increases may occur based upon the actual number of responses and hours used. FUNDING SOURCES 100% Fire Capital and Equipment Replacement Fund New Replacement Equipment Project FY17 FY18 275 CIP Project Fund Fire Equip & Capital Replacement PROJECT NUMBER FE10 DEPARTMENT FIRE PROJECT NAME Self-Contained Breathing Apparatus (SCBA) Replacements FY14 FY15 FY16 Unscheduled DESCRIPTION OF PROJECT This project will fund the replacement of the department’s SCBA units. The useable service life of our existing SCBA’s is 8 -10 years. The units being replaced were purchased in FY 10. Repair and maintenance is a consideration when deciding when to replace existing equipment. We currently expend approximately $5000 per year on preventative maintenance and minor repairs. As the equipment gets older we will no longer be able to repair minor failures, we will have to completely replace parts. Replacement parts for our existing SCBA are extremely expensive and take a significant time to be delivered. This project will completely replace all SCBA harnesses, spare tanks and backup regulators on our engines. Also individual fire fighter personal masks, and Rapid Intervention Crew kits will get replaced in this project as well. ALTERNATIVES CONSIDERED Continue to use current SCBA units until they fail or spare parts become unavailable. Used units are not a viable alternative as departments typically upgrade when old units become obsolete or fail to meet annual testing requirements. 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 Fire Equipment & Capital Replacement Fund New Replacement Equipment Project FY17 FY18 $350,000 276