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Home My WebLink About17 - Reassignment of Funds for USAR VehicleCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 17 August 11, 2009 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Fire Department Steve Lewis, Fire Chief, 644 -3101 slewis @nbfd.net SUBJECT: Reassignment of Funds for USAR Vehicle RECOMMENDATION: 1. Reallocate funds from the Fire Department Capital Improvement Projects (CIP) fund to convert spare fire engine #2418 to accommodate tools and equipment obtained through an Urban Area Security Initiative grant. 2. Approve Budget Amendment_ reallocating $84,990 from account 7011- C2320715 to account 23209300. DISCUSSION: The Urban Area Security Initiative (UASI) grant was established in 2003 by the Department of Homeland Security (DHS) to provide funding for training and equipment for emergency personnel. The urban areas are chosen by DHS based on a formula that takes into account factors such as critical infrastructure, population density, and credible threat information. Among other densely populated areas, the Cities of Santa Ana and Anaheim were jointly awarded approximately $14 million dollars in the fiscal year 2008. Both UASI cities and the County of Orange have teamed up to forge one of the most cohesive, focused, and regional partnerships anywhere in the nation. The City of Newport Beach falls within the Santa Ana UASI areas, administered by the City of Santa Ana. The Santa Ana UASI set aside a total of $208,000 for equipment to be used by Newport Beach Fire Department to put into place a Cal -EMA Type 1 Urban Search and Rescue resource. This equipment will be used to respond to confined space incidents, collapsed building extrications, trench rescues, and high angle rescues. In the initial grant request, we requested a vehicle to accommodate the acquired grant equipment. With the economic downturn, the federal government has withdrawn all vehicles from any UASI grants. The only things being distributed at this time are training and equipment. Initial discussions among Newport Beach Fire staff and General Service staff were to look at new vehicles that we could purchase on our own. Again, with the economic climate that existed we felt in order to be fiscally responsible we needed to look at used vehicles or possibly some of the older apparatus in our fleet that could easily be converted to serve the purposes we need. Within our fleet the Hendrickson Motor Truck Company (HME) engine would be the best candidate for conversion. It is a spare reserve engine that is used most often as a back up when one of our first line trucks is in the shop for repair work. Even with the conversion, this apparatus would still be able to be used as a back -up truck when called upon. We contacted Third Alarm Fire Equipment Co. that specializes in engine conversions. This is a sole source purchase. In our extensive research we found that there are no other companies in Southern California that specializes in this type of work. They gave us a quote of $84,990 to reconfigure the engine from its present set up to a configuration that would accommodate all of the equipment that we need to place on it. Obviously this is a small fraction of what a new piece of apparatus would cost and once the apparatus is converted we should obtain a number of year's usage from it. We are asking to have monies that were budgeted in account 7011- C2320715 be reallocated to account 23209300. The monies that resided in account 7011- C2320715 were designated for training tower enhancements. The usage of the $84,990 for the conversion will still leave monies available to complete several training tower enhancements, and those enhancements that are deferred will be reconsidered in another budgetary period. While our original intent was to use all of the monies in account 7011- C2320715 for purposes of enhancements to the training tower, once the opportunity for vehicle acquisition closed we needed to rethink how to best accomplish our mission of implementing our Urban Search and Rescue capability. We feel this conversion of one of our spare reserve engines is the most cost effective way to accomplish this. This converted engine, along with the UASI grant- obtained equipment, will be used in conjunction with another asset we will acquire from the State of California at no cost to the City of Newport Beach. This State asset is a trailer fully equipped with "medium typed -2" USAR equipment. This State asset is another agenda item that is pending your approval on a Memorandum of Agreement with the State for acquisition for this trailer and equipment. This State asset, should you approve it, will arrive late August 2009. This combination of a trailer /equipment coupled with the converted engine /equipment will place us in a position that we will now have, for the first time, full capability to handle any emergency that utilizes those disciplines that fall within a USAR incident. If approved, we would authorize City Attorney staff to negotiate a contract with Third Alarm Fire Equipment Co. Prepared by: 4_�� Steve Lewis, Fire Chief Attachments: Budget Amendment Quotation Schematic Submitted by: (:a — Steve Lewis, Fire Chief Third Alarm Fire Equipment Co. 28248 Geneva Lane — PO Box 204 Lake Arrowhead, CA 92352 Phone : 909 - 337 -4501 -. Fax : 909- 336 -1352 For: Newport Beach Fire Department 592 Superior Ave. Newport Beach , CA 92663 Cell- 909 - 289 -9085 Quotation Number 61709 Contact Ryan Popovich Date 6 \ 17 \ 09 Inquiry Rescue Unit Customer Newport Beach Fire Dept, Terms Net 30 Days Salesman Steve Leidner Phone 949- 644 -3373 We are pleased to submit a quote for Newport Beach Fire Department. To retrofit an existing Fireban pumper to rescue unit. The following work Will be performed per our rough drawings: 1) Pump Enclosure Area a) Remove the pump enclosure b) Remove Pump c) Remove plumbing d) Install driveline and carrier bearing e) Fabricate and install new compartment where pump enclosure was located f) Compartment to be width as the rest of the unit g) Storage for reels on each side of compartment h) Front section to only be 25" deep ( the engine is behind this area i) Large through compartment behind the 25" section j) Structure to hold Air -Kwik system k) 2 each shelves ( if no Air -Kwik system ) 1) Aluminum roll up doors 2) Remove water tank 3) Left side existing compartments a) Extend compartment to other side of unit where tank used to be b) Make large pull outs in each compartment to go through to other side compartments 4) Hose bed area a) Leave existing hose bed covers b) Fabricate a compartment in the hose bed area c) Left side to hold stocks and a couple back boards d) Main area to be able to hold 20 sheets of 48" wide plywood e) Area above this compartment to hold other miscellaneous shoring wood 5) Rear compartment to hold power equipment a) Fabricate removable ramp for power equipment b) Install winch on back wall of compartment to load power equipment 6) Rear hitch for a 12,000 Ibs trailer capacity with 7 way trailer receptacle 7) Right side of unit a) Remove ladder brackets b)Fabricate 3 compartment in the ladder storage area c) Roll up on each compartment d) Shelf in each compartment 8) Paint new area to match existing unit Price: $84,990.00 The above quote is an estimate for the work described above Include any extra items that be due unforeseeable conflicts. 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BA- 10BA -000 BUDGET AMENDMENT 2009 -10 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates Increase Expenditure Appropriations AND PX Transfer Budget Appropriations SOURCE: from existing budget appropriations from additional estimated revenues from unappropriated fund balance EXPLANATION: This budget amendment is requested to provide for the following: AMOUNT: Sea,9so.00 Increase in Budgetary Fund Balance Decrease in Budgetary Fund Balance PX No effect on Budgetary Fund Balance To transfer expenditure appropriations to to cover costs associated with the conversion of one of the City's back up engines to an Urban Search And Rescue (USAR) vehicle. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Amount Fund Account Description Debit Credit k REVENUE ESTIMATES (3601) Fund /Division Account Description EXPENDITURE APPROPRIATIONS (3603) Description Division Number 7011 Facilities Account Number C2320715 Big Canyon Fire Training Facility $84,990.00 Division Number 2320 Fire: Operations Account Number 9300 Equipment NOC $84,990.00 Division Number Account Number Division Number Account Number Automatic System Entry. Signed: Fihancipil Approval: Administrativ ervices Director Date Signed: Administrative Appr I: City Manager to Signed: City Council Approval: City Clerk Date