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Home My WebLink About10D - Resolutions Related to Fire Department Acquistions MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 CITY COUNCIL AGENDA REPORT August 4, 2008 10D Doug Hartman, Fire Chief Frank Boyles, City Manager CONSIDER APPROVAL OF RESOLUTIONS RELATING TO FIRE DEPARTMENT ACQUISITIONS: 1) AUTHORIZING PREPARATION OF PLANS AND SPECIFICATIONS AND SOLICITATION OF BIDS FOR ONE NEW RESCUE TRUCK FOR DEPLOYMENT AT FIRE STATION NO.2; AND 2) AUTHORIZING SOLICITATION OF QUOTES FOR ANCILLARY EQUIPMENT FOR FIRE STATION NO.2 AND FIRE TRUCKS. Introduction The purpose of this agenda item is to request City Council authority to 1) proceed with the purchase of a rescue truck for Fire Station No.2; 2) authorize the purchase of equipment for that truck as part of the bid; and 3) acquire various tools and appliances for use of fire engines and Fire Station NO.2. All expenditures are to be drawn from the building fund. The Council will be asked to consider the final purchase authorizations once the bidding and quotation processes are completed. Historv The equipment matrix portion of the 2008-2012 Capital Improvement Program provides for the 2008 purchase of a rescue truck for deployment at Fire Station NO.2. The matrix identifies the funding source as $350,000 from the revolving equipment fund. Accordingly, a fire department building committee has prepared a draft set of specifications to solicit bids for this equipment. However, the City Attorney has not yet reviewed them which would be required before advertisement for bids. Current Circumstances It is anticipated that the Fire Station NO.2 rescue truck will be multipurpose. Its general characteristics will be similar to the rescue truck operating at Fire Station NO.1. As such, it can effectively carry both firefighting tools and personnel to the scene. The truck and equipment on board will be capable of extracting victims from vehicles, confined space rescue, hazardous material incidents and water rescue. Unlike any of our existing trucks, this vehicle would have a centrally mounted and extendable light tower. As indicated in the equipment matrix, the truck is anticipated to be approximately $350,000. To be bid as part of the truck is $50,000 for extrication equipment and $25,000 for SCBA (breathing apparatus), bringing the total estimated bid price to $425,000. In addition, the department is requesting authority to purchase the following www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245 equipment: Estimated Cost Eauioment $1,500 Quick Vent Chain Saw $900 Ventilation Exhaust Fan $2,000 Portable lighting including generator, box light and two quartz heads $5,000 4-hose nozzle (one 2%" pistol, two 1%" pistol, one 2%" deluge) $1,000 Hose fittings $3,000 Forcible entry tools $600 Construction tools $6,000 Hose (2 %" and 1 %") $4,000 Hose scrubber $1,000 Gear grid locker hanger $25,000 With the exception of the ventilation exhaust fan, all of the equipment above is new. The equipment will be used on trucks already in service with the exception of the last two items which are to be located at Fire Station NO.2. The Council may recall that during presentation of the 2008 budget, $20,000 was cut from the proposed fire operating budget with the understanding that the purchase would be made from the building fund later this year. Conclusion The Council should determine if it wishes to take the next step to acquire the fire department equipment enumerated above. ISSUES: The rescue vehicle has been part of our equipment matrix. With its purchase, our fire stations will have the following rolling stock complement: Fire Station No. 1 Aerial Platform Rescue Engine (pumper) Grass Rig Rescue Boat Tanker Utility Vehicle Fire Station NO.2 Two engines (pumpers) Rescue Grass Rig It is expected that this equipment complement will serve our needs until a new station is constructed in the annexation area which is not anticipated to occur within the next five years. Because of budgetary constraints in 2007, when Ladder 1 and Engine 22 were purchased, no equipment essential to the operation of the trucks were included. So, to outfit these new trucks, we redistributed equipment from existing trucks and spread it around. So that this scenario is not repeated, staff is requesting to include the equipment in the specifications. The estimated cost would, therefore, be $350,000 for the rescue truck and $75,000 for the equipment for a total of $425,000 for the entire package. The remaining $25,000 of equipment will be used at Fire Station NO.2 ($5,000) and the balance on the aerial platform truck and the recently purchased engine (pumper truck) ($20,000) so they will be fully equipped. Fire Department representatives will be present at the meeting to answer any questions the Council might have. FINANCIAL IMPACT: It is estimated that the total cost of those acquisitions will be approximately $425,000. The wording of the referendum allows funds to be used for both the building project and fire equipment. The staff recommends that these acquisitions be appropriated from the remaining balance of referendum dollars which will not be expended for Fire Station NO.2 in the form of a transfer from the building fund to the revolving equipment fund. The purchase from the building fund is an appropriate use of referendum dollars and at the same time will improve the financial position of our equipment replacement fund and mitigate against any levy increase required to support this fund in the future. ALTERNATIVES: 1. Adopt both resolutions to allow the staff to take the next step in the acquisitions. 2. Direct the staff to provide additional information. 3. Take no action. RECOMMENDED Alternative #1. MOTION: 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 RESOLUTION OS-xxx A RESOLUTION AUTHORIZING THE PREPARATION OF PLANS AND SPECIFICATIONS AND SOLICITATION OF BIDS FOR ONE NEW RESCUE TRUCK FOR DEPLOYMENT AT FIRE STATION NO.2 Motion By: Second By: WHEREAS, In 2006, the electorate approved a referendum to finance a fire truck and Fire Station No.2; and WHEREAS, Fire Station No.2 construction has now been completed and is in operation; and WHEREAS, Funds remain in the building account from the referendum for the purchase of fire equipment; and WHEREAS, The 2009-2013 approved Capital improvement Program contemplates the purchase of a new rescue truck for use at Fire Station No.2 to be acquired through the building fund; and WHEREAS The Fire Department has requested the additional allocation be included in the rescue truck purchase to acquire extrication equipment and for SCBA equipment in the estimated amount of $75,000 to be employed on the truck; and WHEREAS Because of savings achieved by the City in the construction of Fire Station No. 2, funds are available in the building fund for the rescue truck and additional equipment; and WHEREAS State Statute and City Purchasing Policy require that specifications be prepared, notice of bid published, bids solicited and City Council approval of the lowest responsible bidder. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. The staff is authorized to prepare plans and specifications for the rescue truck and the equipment to be stored thereon. 3. Upon approval of the plans and specification by the City Attorney, the staff is hereby authorized to publish notice for the solicitation of bids for consideration by the City Council. 4. The total actual cost of this expenditure is to be drawn from the revolving equipment fund, Account # 410-42200-580. www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245 5. A transfer in the amount of $425,000 from the building fund (420-49303) to the revolving equipment fund (410-39203) is hereby authorized. PASSED AND ADOPTED THIS 4th DAY OF AUGUST 2008. YES NO Haugen Erickson Hedberg leMair Millar Haugen Erickson Hedberg leMair Millar Frank Boyles, City Manager M:\COUNCIL\RESOLUTI\2008\080408 FS2 truck.DOC WHEREAS, WHEREAS, Motion By: Second By: In 2007, ladder 1 and Engine 22 were acquired; and Because of funding limitations at the time, the plans and specifications did not include approximately $20,000 of equipment to fully outfit the trucks, enumerated below: Estimated Cost Ecuioment $1,500 Quick Vent Chain Saw $900 Ventilation Exhaust Fan $2,000 Portable lighting including generator, box light and two quartz heads $5,000 4-hose nozzle (one 2W' pistol, two 1%" pistol, one 2%" deluge) $1,000 Hose fittings $3,000 Forcible entry tools $600 Construction tools $6,000 Hose (2 W' and 1 %") $4,000 Hose scrubber $1,000 Gear grid locker hanger $25,000 . and; WHEREAS, During the construction of Fire Station No.2, two pieces of equipment were recognized not to be included in the specifications: hose scrubber and gear grid locker hanger; and WHEREAS, Funding for the fire truck and fire station equipment is available in the building fund. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. The staff is authorized to solicit quotes in accordance with State Statute and City Purchasing Policy for consideration by the City Council. 3. Funds for this purchase shall be drawn from the revolving equipment fund Account # 410-4220-580. PASSED AND ADOPTED THIS 4th DAY OF AUGUST 2008. YES NO Haugen Erickson Hedberg LeMair Millar Hauqen Erickson Hedberg LeMair Millar 't f . I k Fr;:!nk Boyles, City Manager WWW.C1 yo pnor a e.cofIT" Phone 952.447.9800 / Fax 952.447.4245