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Home My WebLink AboutC13. Fire Capital and Equipment Fund CIP Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Anna Rosenberry, Administrative Services Director SUBJECT: Adopt the Fire Capital and Equipment Capital Improvement Plan (CIP) for Fiscal Years 2017-2021. AGENDA ITEM TYPE: Consent MEETING DATE: December 14, 2015 RECOMMENDATION: Adopt the Fire Capital and Equipment Capital Improvement Plan (CIP) for Fiscal Years 2017-2021. 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 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 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: • There are no new items added to the schedule this year. • FE07 – Vehicle Replacements. We have moved the replacement of Asset #3153 – Battalion Chief vehicle to FY18 (previously scheduled for FY17,) based on its 190 relatively low mileage. We will be taking the next year to re-evaluate how this group of vehicles could best be used and best be replaced, when necessary, with more energy efficient vehicles while still meeting the needs of the Fire Department. • FE06 – Portable Radio Replacement Program was moved to FY18 • FE08 – Fire Station #1 Remodel project funding has changed. We do not expect that grant revenue will be available for the project. In previous plans, approximately $800,000 in grant funding was estimated to contribute to the project. • Revenue projection in this fund is based on the value of a mill for property tax purposes. For all 5 years of the plan, we are estimating 2% 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. 191 Fund 187 - Fire Capital & Equipment Replacement Fiscal Year Mill Value Change 2011 $ 80,399 - 2012 $ 82,062 2.1% 2013 $ 83,226 1.4% 2014 $ 85,637 2.9% 2015 $ 87,894 2.6% 2016 $ 86,564 -1.5% 2017 ESTIMATE $ 88,295 Average FY12-FY16 1.5% 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 FY17. Report compiled on: December 8, 2015 Attached: Fire Equipment and Capital Replacement CIP 192 Fire Equipment & Capital ReplacementCapital Improvement PlanFinancial SummaryCurrent YearFY16FY17FY18 FY19 FY20 FY21UnscheduledProjected Beginning Reserve Balance Dedicated to CIP370,000$ 676,256$ 1,029,437$ 865,182$ (567,869)$ (193,070)$ Plus: Dedicated Tax Revenues 4 Mills346,256$ 353,181$ 360,245$ 367,450$ 374,799$ 382,295$ ‐$ Plus: Anticipated Grant Revenue‐$ Less: Scheduled CIP Project Costs(40,000)$ ‐$ (524,500)$ (1,800,500)$ ‐$ ‐$ (200,000)$ Projected Year‐End Cash Dedicated to CIP676,256$ 1,029,437$ 865,182$ (567,869)$ (193,070)$ 189,225$ Assumptions Made for Revenue Estimates:Current YearFY16FY17FY18FY19 FY20 FY21Estimated Annual Tax Revenues346,256$ 346,256$ 353,181$ 360,245$ 367,450$ 374,799$ Estimated Annual Increase2%2%2%2%2%Total Estimated Revenues346,256$ 353,181$ 360,245$ 367,450$ 374,799$ 382,295$ 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 CIP346,256$ 353,181$ 360,245$ 367,450$ 374,799$ 382,295$ ProjectedProjectedCURRENT2,000,0001,800,0001,600,0001,400,0001,200,0001,000,000800,000600,000400,000200,0000Fire Equipment & Capital Replacements193 CIP PROJECT FUPROJ.DEPARTMENTPROJECT NAMEFY17UnscheduledFY21FY18FY19FY20Fire Equip & Capital ReplacementFE06FIREPORTABLE RADIO REPLACEMENT PROGRAM$175,000FE07FIREFIRE STAFF VEHICLE REPLACEMENTS$200,000$40,000FE08FIREFIRE STATION #1 REMODEL$1,540,000FE10FIRESELF‐CONTAINED BREATHING APPARATUS (SCBA) REPLACEMENTS$309,500FE11FIREBOILER REPLACEMENT AT FIRE STATION #1$260,500$524,500$1,800,500$200,000Summary for Fire Equip & Capital Replacement (5 items)Totals by year:$524,500$200,000FY21FY17FY18UnscheduledFY20$1,800,500FY19194 CIP Project Fund Fire Equip & Capital Replacement PROJECT NUMBER FE06 DEPARTMENT FIRE PROJECT NAME Portable Radio Replacement Program FY17 FY18 $175,000 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 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. Currently the Bozeman Fire Department is operating on VHF radio technology but discussions and plans that are currently under evaluation by the Gallatin County E-911 center could require alterations or modifications to this plan if a move to UHF or 700 technology is required. 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 higher long term maintenance costs. ADVANTAGES OF APPROVAL Currently we have 5 radios out of service with a minimum charge of $425.00 per radio to examine for repair plus any additional cost. The cost of repairs is starting to outweigh the value of the radios. 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. 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 New Replacement Equipment Project FY19 FY20 FY21 195 CIP Project Fund Fire Equip & Capital Replacement PROJECT NUMBER FE07 DEPARTMENT FIRE PROJECT NAME FIRE STAFF VEHICLE REPLACEMENTS FY17 FY18 $40,000 Unscheduled $200,000 DESCRIPTION OF PROJECT The Fire Deprtment utilizes numerous vehicles for Deparetment needs. As we continue to implement the Battalion Chief positions we are evaluating the needs of the cmmand 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 be 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 FY19 FY20 FY21 196 Fire Department Light Vehicle ReplacementsAsset #Current Make/FeaturesModel YrCurrent MileageReplacementFY17FY18FY19FY20UnscheduledFY21Currently Assigned toUnit #3247Chevy Tahoe2004128,302 4x4, SUV style, mid‐sized vehicle, with emergency lighting, radios, MDT.$40,000Emergency Management Staff CaptainF42764Chevy Tahoe2000127,989 4x4, SUV style, mid‐sized vehicle, with emergency lighting, radios, MDT.$40,000Fire ChiefF12760Chevy Tahoe2000120,874 Replace with a 4x4, SUV style, mid‐sized, code‐capable (lights & sirens) vehicle.Training OfficerF53153Chey Suburban2003102,281 To be replaced with Ford Interceptor$40,000Batallion ChiefBC13332Chevy Tahoe200766,388 4x4, SUV style, mid‐sized vehicle, with emergency lighting, radios, MDT.$40,000Batallion ChiefF63275Ford F150200542,461$40,000Plowing/Fire Investigations/Prevention TruckU43363Dodge Durango200739,562Fire MarshallF33158Chevy Silverado ‐ Crew Cab200329,540$40,000Public Ed/ InvestigationsU31535Ford Truck199318,072HazmatB13260Trailer2004HazmatHM T$200,000$40,000Totals197 CIP Project Fund Fire Equip & Capital Replacement PROJECT NUMBER FE08 DEPARTMENT FIRE PROJECT NAME FIRE STATION #1 REMODEL FY17 FY18 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 the Station: It remedies the hazards identified in recent facility surveys, will decrease ongoing maintenance costs compared to the existing facility, new construction will be “green” and more energy efficient, it creates sleeping and office space for Battalion Chiefs, separate and equal restroom, bath and sleeping facilities for when we hire a female firefighter, 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 newer 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 $1.8 Million. Depending on features of the project, the Fire Equipment & Capital Replacement, and potentially Impact Fees, could be used to pay for this project. Previous years had estimated $800,000 in grant funds will be sought; that award seems unlikely at this point in time and has been removed from the plan. **Costs estimates are dated August 2013. New Replacement Equipment Project FY19 $1,540,000 FY20 FY21 198 CIP Project Fund Fire Equip & Capital Replacement PROJECT NUMBER FE10 DEPARTMENT FIRE PROJECT NAME Self-Contained Breathing Apparatus (SCBA) Replacements FY17 FY18 $309,500 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 FY19 FY20 FY21 199 CIP Project Fund Fire Equip & Capital Replacement PROJECT NUMBER FE11 DEPARTMENT FIRE PROJECT NAME BOILER REPLACEMENT AT FIRE STATION #1 FY17 FY18 Unscheduled 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 current plan was to replace the existing boiler with another steam boiler. When the steam lines were disconnected from old City Hall the condition of the pipes could be assessed. The 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. The third option proposed in the study is the most efficient and has the best payback. This project significantly effects building occupant comfort/quality (PM05) and potentially generates emergency and non- emergency repairs (PM01-3). Staff has been working to keep the boiler running properly, and monitoring the chemical condition of the boiler water to try to increase the useful life of the boiler. ALTERNATIVES CONSIDERED Replacement of the current boiler with another steam boiler is no longer an option after assessing the condition of the steam distribution lines and other components of the older system. Three options were reviewed and a summary report for each option was included in the analysis done by the engineer. The least expensive solution is to stay with a stem system. The project will now include boiler replacement, distribution line replacement, and changing out the old pneumatic controls with a digital control system. The structural assessment and architectural design for the upstairs expansion of Station #1 is complete. This information will now allow proper sizing the boiler. It would be better to replace the boiler as part of the planned improvements for the building provided that the renovation work is going to be done in the near future It the 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 FY19 $260,500 FY20 FY21 200