HomeMy WebLinkAboutAdoption of Fire Capital and Equipment Fund Capital Improvement Plan, FY 2015-2019
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 FY15-19.
AGENDA ITEM TYPE: Consent
MEETING DATE: December 2, 2013
RECOMMENDATION: Adopt the Fire Capital and Equipment Fund Capital
Improvement Plan (CIP) for FY15-19.
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.
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.
1. There are no added items to the schedule this year.
2. One item, FE09 – Replacement of Engine #2 has been removed; to be scheduled in later
years due to a change in our fire engine utilization.
3. FE08 – Fire Station #1 Remodel would occur with the assistance of grant funding of
estimated $800,000. We believe the project is a strong candidate for Federal Pre-Disaster
Mitigation/Hazard Mitigation funds.
131
UNRESOLVED ISSUES: None.
ALTERNATIVES: As suggested by the City Commission. If the Commission is does
not wish to adopt this schedule tonight, it can be scheduled for approval on a later agenda.
FISCAL EFFECTS: This step in the process has no fiscal effect. Once adopted, the
Capital Improvements Plan becomes the basis of the City Manager’s Recommended Budget for
FY15.
Report compiled on: November 19, 2013
Attached: Draft - Fire Capital and Equipment Fund CIP
132
Fire Equipment & Capital ReplacementCapital Improvement PlanFinancial Summary Current YearFY14 FY15 FY16 FY17 FY18 FY19UnscheduledProjected Beginning Reserve Balance Dedicated to CIP 8,500$ (12,478)$ 296,877$ 615,160$ 790,508$ 848,563$ Plus: Dedicated Tax Revenues 4 Mills 339,564$ 346,355$ 353,282$ 360,348$ 367,555$ 374,906$ ‐$ Plus: Anticipated Grant Revenue800,000$ Less: Scheduled CIP Project Costs (360,542)$ (37,000)$ (35,000)$ (185,000)$ (309,500)$ (1,540,000)$ (160,000)$ Projected Year‐End Cash Dedicated to CIP (12,478)$ 296,877$ 615,160$ 790,508$ 848,563$ 483,469$ Assumptions Made for Revenue Estimates: Current YearFY14 FY15 FY16 FY17 FY18 FY19Estimated Annual Tax Revenues 339,564$ 339,564$ 346,355$ 353,282$ 360,348$ 367,555$ Estimated Annual Increase‐ 2% 2% 2% 2% 2%Total Estimated Revenues 339,564$ 346,355$ 353,282$ 360,348$ 367,555$ 374,906$ 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%TtlEti tdRDdi tdtCIP339 564$346 355$353 282$360 348$367 555$374 906$ProjectedProjectedTotal Estimated Revenues Dedicated to CIP339,564$ 346,355$ 353,282$ 360,348$ 367,555$ 374,906$ 1,800,0001,600,0001,400,0001,200,0001,000,000800,000600,000400,000200,0000Fire Equipment & Capital Replacements133
CIP PROJECT FUNDPROJ.DEPARTMENPROJECT NAMEFY16UnscheduledFY15FY17FY18FY19Fire Equip & Capital ReplacementFE05FIREDEFIBRILLATOR REPLACEMENT PROGRAM$37,000FE06FIREPORTABLE RADIO REPLACEMENT PROGRAM$150,000FE07FIREFIRE STAFF VEHICLE REPLACEMENTS$35,000$160,000$35,000FE08FIREFIRE STATION #1 REMODEL$1,540,000FE10FIRESELF‐CONTAINED BREATHING APPARATUS (SCBA) REPLACEMENTS$309,500Summary for Fire Equip & Capital Replacement (5 items)Totals by year:$37,000 $35,000 $185,000$160,000FY15FY16FY17UnscheduledFY19$1,540,000$309,500FY18134
CIP Project Fund
Fire Equip & Capital Replacement
PROJECT NUMBER
FE05
DEPARTMENT
FIRE
PROJECT NAME
Defibrillator Replacement Program
FY15
$37,000
FY16 Unscheduled
DESCRIPTION OF PROJECT
<div>This project is to replace the defibrillator on the Engine in Station #2. Currently we are using a Lifepak 12 which has
come to the end of its serviceable lifespan. 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.
This device is part of providing a Advanced Life Support level of service to our customers. This project would replace one
defibrillator next fiscal year. We have attempted to obtain this piece of equipment over the past couple of rounds of FIRE Act
grants and have been unsuccessful.</div>
ALTERNATIVES CONSIDERED
Continuing to use our outdated equipment. Procuring grants to fund this equipment.
ADVANTAGES OF APPROVAL
Replacing this piece of equipment will ensure reliability for the foreseeable future. They will also help standardize our equipment
as we have Lifepak 15”s on our other apparatus. This is a critical lifesaving piece of equipment that will 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 this piece of equipment is a replacement piece, additional costs should be minimal.
FUNDING SOURCES
100% Fire Equipment and Capital Replacement Fund
New
Replacement
Equipment
Project
FY17 FY18 FY19
135
CIP Project Fund
Fire Equip & Capital Replacement
PROJECT NUMBER
FE06
DEPARTMENT
FIRE
PROJECT NAME
Portable Radio Replacement Program
FY15 FY16 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 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 unserviceable which could result in
pushing the anticipated purchase date out a year or two.
ALTERNATIVES CONSIDERED
Replace radios as they fail. This ultimately results in a broad mix of different manufacture / make/ model radios in service and can
ultimately result in higer long term maintenance costs.
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
$150,000
FY18 FY19
136
CIP Project Fund
Fire Equip & Capital Replacement
PROJECT NUMBER
FE07
DEPARTMENT
FIRE
PROJECT NAME
FIRE STAFF VEHICLE REPLACEMENTS
FY15 FY16
$35,000
Unscheduled
$160,000
DESCRIPTION OF PROJECT
The Fire Department utilizes numerous vehicles for Department needs. As we continue to implement the Battalion Chief
positions we are evaluating the needs of the command vehicles on this list. Several of the utility type vehicles and some of the
command vehicles will be used for their serviceable life span and then ultimately not replaced. 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
$35,000
FY18 FY19
137
Fire Department Light Vehicle ReplacementsAsset #Current Make/FeaturesModel YrCurrent MileageReplacementFY15FY16FY17FY18UnscheduledFY19Currently Assigned toUnit #2760 Chevy Tahoe2000 110,500 Replace with a 4x4, SUV style, mid‐sized, code‐capable (lights & sirens) vehicle.$35,000Training OfficerF53247 Chevy Tahoe2004 102,431 4x4, SUV style, mid‐sized vehicle, with emergency lighting, radios, MDT.$40,000Emergency Management Staff CaptainF43275 Ford F1502005 40,735 Pickup with full‐sized box, 4x4, tow capacity.$40,000Plowing/Fire Investigations/Prevention TruckU43363 Dodge Durango2007 26,607 4x4, SUV style, mid‐sized vehicle.$40,000Fire MarshallU23158 Chevy Silverado ‐ Crew Cab2003 22,054 Pickup with full sized box, 4x4, tow capacity.$40,000Utility Truck ‐ Air Supply/Utility/PreventionU3Mid‐sized, SUV style, 4x4.2016$35,000Fire Inspector Vehicle$160,000$35,000$35,000Totals138
CIP Project Fund
Fire Equip & Capital Replacement
PROJECT NUMBER
FE08
DEPARTMENT
FIRE
PROJECT NAME
FIRE STATION #1 REMODEL
FY15 FY16 Unscheduled
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. Also included in this project is a
significant seismic upgrade to the entire structure, including the office area on the first floof. 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. As our
2007 station location and staffing study showed, the location of this station is ideal for the area it serves. We intend to remain here for the
foreseeable future. We are proposing this remodel to improve the current living conditions, increase space for existing Firefighters and our new
Battalion Chiefs and prepare for future increases in staffing as our community continues to grow.
ALTERNATIVES CONSIDERED
Continue with utilizing the existing station as is. Maintain facility as reasonably as possible.
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
Total Costs, including Boiler, is $1.8 Million. Would be constructed concurrently with GF170 - Boiler Replacement at Fire Station
#1.(estimated $260,500.) Depending on features of the project,the Fire Equipment & Capital Replacement, potentially Impact
Fees, and Federal Pre-Disaster Mitigation/Hazard Mitigation Grant program funds could all be used to pay for this project.
Estimated $800,000 in grant funds will be sought. **Costs estimates are dated August 2013.
New
Replacement
Equipment
Project
FY17 FY18 FY19
$1,540,000
139
CIP Project Fund
Fire Equip & Capital Replacement
PROJECT NUMBER
FE10
DEPARTMENT
FIRE
PROJECT NAME
Self-Contained Breathing Apparatus (SCBA) Replacements
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 amount of 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
100% Fire Equipment & Capital Replacement Fund
New
Replacement
Equipment
Project
FY17 FY18
$309,500
FY19
140