HomeMy WebLinkAbout05 - Santa Ana Heights Fire Station Training TowerCITY OF NEWPORT BEACH
PUBLIC WORKS DEPARTMENT
Memorandum
January 18, 2007
COU CIL AG D
NO 5 - llaalol
To: Honorable Mayor and Members of the City Counci
From: Stephen G. Badum, Public Works Direct
Subject: Santa Ana Heights Fire Station Traini T er Award of Contract No.
3852 Revised City Council Staff Report
Attached is a revised City Council Staff Report for the subject contract award. The
initial report delivered to the City Council earlier this week inadvertently excluded one
of the bid costs for the project. The revised report reflects the corrected figures.
cc: City Manager
City Clerk
Fire Chief
CITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 5
January 23, 2007
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Lloyd R. Dalton, PE
949 - 644 -3328 or Idalton @city.newport - beach.ca.us
SUBJECT: SANTA ANA HEIGHTS FIRE STATION TRAINING TOWER
AWARD OF CONTRACT NO. 3852 (REVISED)
RECOMMENDATIONS:
1. Approve the plans and specifications.
2. Award Contract No. 3852 to Nielsen Building Systems, Inc., for the total bid price of
$863,770, and authorize the Mayor and the City Clerk to execute the contract.
3. Establish an amount of $86,400 to cover the cost of unforeseen construction
expenses.
4. Approve a Budget Amendment appropriating $210,170 from the unappropriated
General Fund balance to 7011- C2320715.
DISCUSSION:
At 11:00 a.m. on January 10, 2007, the City Clerk opened and read the following Total
Bid Prices for this project:
Bidder Total Bid Price
Low Nielsen Building Systems, Inc. $842,600*
2 WRG Fire Training Simulation Systems, Inc. 957,600
3 Newman Midland Corp. 985,700
4 Horizons CCI Services, Inc. 1,094,700
* Corrected Bid Amount is $863,770
The low Total Bid Price is about 8% above staffs estimate of $800,000. The low bidder,
Nielsen Building Systems, Inc., possesses a General Building Contractor B License °as
specified in the contract documents. Nielsen is headquartered in Racine, Wisconsin, and
has satisfactorily completed similar fire training tower projects for the cities /counties of
South San Francisco, Colton, Ontario (NY), Waterloo (IA), Fairfax (VA), and other
agencies since 1992.
This is a design -build contract. The work consists of designing, preparing and
submitting to the City for approval detailed shop drawings, substantiating calculations,
catalogue cuts and specifications for constructing a fire training tower at Santa Ana
Heights Fire Station No. 7; obtaining permits from the Building Department;
coordinating tower construction with the City's general contractor of the fire station
Santa Ana Heights Fire Station Training Tower —Award of Contract No. 3852
January 23, 2007
Page 2
( Bernards); connecting utilities from Bernards' stub -outs and installing them within the
tower; constructing the training tower and its foundations, electrical, mechanical,
plumbing and surrounding flatwork; and providing training apparatus and warranties for
the entire project.
On January 1gth, staff instructed Nielsen to begin preparing shop drawings for the project
and to submit completed drawings, substantiating calculations, catalogue cuts and
specifications to the Building Department for plan check. This pre- contract instruction
was needed in order to satisfy the Fire Department's desire to try to complete training
tower construction concurrent with completion of the fire station. In the event that the City
Council does not award Contract 3852 to Nielsen, staff will order Nielsen to cease work
and remunerate them for their time in preparing the shop drawings.
Plans and specifications were prepared by Public Works staff. The Contractor is to
share the site, cooperate with Bemards, and complete work within 160 days in order to
complete training tower construction concurrent with completion of the fire station. Onsite
work is to be completed within 40 consecutive working days. Liquidated damages are
$1500 per calendar day.
Environmental Review:
This project is categorically exempt from the provisions of CEQA per Section 15332,
Class 32, pertaining to urban infill development projects.
Funding Availability:
Partial funding is available in the General Fund, Contributions Fund and Building Excise
Tax. The contribution represents a training partnership agreement with Rancho
Santiago Community College. Upon approval of the requested budget amendment,
funds will be available for award and construction contingency in the following accounts:
Account Description
General Fund
Contribution (Rancho Santiago CC)
Building Excise Tax
Budget Amendment
Proposed uses are as follows:
Vendor
Nielsen Building Systems
Nielsen Building Systems
i
• ��tr . Iton,
ngineer
Attachments: Bid Summary
Budget Amendment
Account Number
7011- C2320715
7251- C2320715
7271- C2320715
7011- C2320715
Purpose
Construction Contract
Construction Contingency
Total:
Total:
Submitted by:.
Amount
$360,000
$350,000
$ 30,000
$210,170
$950,170
Amount
$863,770
86,400
$950,170
Badum
s Director
City of Newport Beach
BUDGET AMENDMENT
2006 -07
EFFECT
ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
Increase Expenditure Appropriations AND
Transfer Budget Appropriations
from existing budget appropriations
from additional estimated revenues
from unappropriated fund balance
X
Division
SOURCE:
PX
Account
EXPLANATION:
This budget amendment is requested to provide for the following:
NO. BA- 07BA -038
AMOUNT: $270,770.00
Increase in Budgetary Fund Balance
X Decrease in Budgetary Fund Balance
No effect on Budgetary Fund Balance
To increase expenditure appropriations to execute the contract with Nielsen Building Systems Inc. to design and build
the Santa Ana Heights Fire Station training tower.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account Description
010 3605 General Fund - Fund Balance
REVENUE ESTIMATES (3601)
Fund /Division Account Description
EXPENDITURE APPROPRIATIONS (3603)
Signed:
Signed:
Signed:
Approval: Administrative
Administrative Approval: City Manager
City Council Approval: City Clerk
Amount
Debit Credit
$210,170.00
Automatic
$210,170.00
Date
G%!
to
Date
Description
Division
Number
7011 Facilities
Account
Number
C2320715 Big Canyon Fire Training Facility
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Signed:
Signed:
Signed:
Approval: Administrative
Administrative Approval: City Manager
City Council Approval: City Clerk
Amount
Debit Credit
$210,170.00
Automatic
$210,170.00
Date
G%!
to
Date
CITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 5
January 23, 2007
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Lloyd R. Dalton, PE
949 - 644 -3328 or Idalton @city.newport- beach.ca.us
SUBJECT: SANTA ANA HEIGHTS FIRE STATION TRAINING TOWER
AWARD OF CONTRACT NO. 3852
RECOMMENDATIONS:
1. Approve the plans and specifications.
2. Award Contract No. 3852 to Nielsen Building Systems, Inc., for the total bid price of
$842,600, and authorize the Mayor and the City Clerk to execute the contract.
3. Establish an amount of $84,260 to cover the cost of unforeseen construction
expenses.
4. Approve a Budget Amendment appropriating $186,860 from the unappropriated
General Fund balance to 7011- C2320715.
DISCUSSION:
At 11:00 a.m. on January 10, 2007, the City Clerk opened and read the following Total
Bid Prices for this project:
Bidder Total Bid Price
Low Nielsen Building Systems, Inc. $842,600
2 WRG Fire Training Simulation Systems, Inc. 957,600
3 Newman Midland Corp. 985,700
4 Horizons CCI Services, Inc. 1,094,700
The low Total Bid Price is about 5% above staffs estimate of $800,000. The low bidder,
Nielsen Building Systems, Inc., possesses a General Building Contractor B License as
specified in the contract documents. Nielsen is headquartered in Racine, Wisconsin, and
has satisfactorily completed similar fire training tower projects for the cities /counties of
South San Francisco, Colton, Ontario (NY), Waterloo (IA), Fairfax (VA), and other
agencies since 1992.
This is a design -build contract. The work consists of designing, preparing and
submitting to the City for approval detailed shop drawings, substantiating calculations,
catalogue cuts and specifications for constructing a fire training tower at Santa Ana
Heights Fire Station No. 7 (see attached map); obtaining permits from the Building
Department; coordinating tower construction with the City's general contractor of the fire
station (Bemards); connecting utilities from Bernards' stub -outs and installing them
within the tower, constructing the training tower and its foundations, electrical,
Santa Ana Heights Fire Station Training Tower — Award of Contract No. 3852
January 23. 2007
Page 2
plumbing and surrounding flatwork; and providing training apparatus and warranties for
the entire project.
On January 12, staff instructed Nielsen to begin preparing shop drawings for the project
and to submit completed drawings, substantiating calculations, catalogue cuts and
specifications to the Building Department for plan check by February 5, 2007. This
pre - contract instruction was needed in order to satisfy the Fire Department's desire to
complete training tower construction concurrent with completion of the fire station. In the
event that the City Council does not award Contract 3852 to Nielsen, staff will order
Nielsen to cease work and remunerate them for their time in preparing the shop drawings.
Plans and specifications were prepared by Public Works staff. The Contractor is to
share the site, cooperate with Bemards, and complete work within 160 days in order to
complete training tower construction concurrent with completion of the fire station. Onsite
work is to be completed within 40 consecutive working days. Liquidated damages are
$1500 per calendar day.
Environmental Review:
This project is categorically exempt from the provisions of CEQA per Section 15332,
Class 32, pertaining to urban infill development projects.
Funding Availability:
Partial funding is available in the General Fund, Contributions Fund and Building Excise
Tax. The contribution represents a training partnership agreement with Rancho
Santiago Community College. Upon approval of the requested budget amendment,
funds will be available for award and construction contingency in the following accounts:
Account Description
General Fund
Contribution (Rancho Santiago CC)
Building Excise Tax
Budget Amendment
Proposed uses are as follows:
Vendor
Nielsen Building Systems
Nielsen Building Systems
Prepared by:
Llo Dalton, P.E.
Design Engineer
Attachments: Bid Summary
Budget Amendment
Account Number
7011- C2320715
7251- C2320715
7271- C2320715
7011- C2320715
Total
Purpose
Construction Contract
Construction Contingency
Amour
$360,000
$350;000
$ 30,000
$186.860
$926,860
Amount
$842,600
84.260
Total: $926,860
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CITY OF NEWPORT BEACH
Memo
DATE: January 2007
TO: Homer Bludau, City Manager
From: Fire Department
Fire Chief Steve Lewis, (949) 644 -3101, slewlsCa city.newport- beach.ca.us
SUBJECT: Justification for Newport Beach Fire Training Tower
I want to present the argument for the construction of a training tower at the
Santa Ana Heights Station #7 that is presently considered for inclusion on the
next city council agenda.
I want to develop this document from the background of how we arrived to the
point where we are today, and then present what I feel are compelling arguments
for moving forward with a training tower on the Station #7 properties.
Background:
Most of the background information comes from a City Council Staff Report that
was submitted on November 26, 2002 by then Fire Chief T. Riley.
Going back as far as 1989, Newport Beach Fire Department has been in a
collaborative cooperation with surrounding cities. On July 1, 1992, the cities of
Fountain Valley, Huntington Beach, Newport Beach and Westminster formed the
Central Net Operations Authority (CNOA); a joint powers of authority agency that
formalized our dispatch and training arrangement.
In 1995, the City of Westminster elected to disband their Fire Department and
contract with the Orange County Fire Authority; thus ending their participation as
a CNOA member. Due to the large revenue loss from Westminster's departure
and our perceived inability to continue to operate our communications center and
deliver adequate services, the remaining agencies elected to discontinue the
communication center portion of the Joint Powers Authority (JPA) and join with
Anaheim, Fullerton, Garden Grove, and Orange to form the Metro Cities Fire
Authority and open a new communication center in Anaheim. We currently
receive emergency dispatch services through Metro Cities.
Since 1995, Newport Beach Fire had continued to participate as a member of
CNOA, operating the Central Net Training Center (CNTC) and conducting some
joint training activities. The original costs that were involved when we were using
CNOA as our dispatch center were greatly reduced when we chose, at that time,
to only use the training component. But the cost for the training component still
was significantly high, and proceeded to increase over the years up to the cost of
$147,477 (with projections to be $174,000 in 2003) when the staff report was
written in November of 2002. We tracked our usage of the facility; we realized
that as the cost went up our usage was going down.
Newport Beach Fire Administration had to ask the question, "Is this the best
way to spend our limited training funds ?"
Newport Beach Fire Administration began to take a more liberal view of how to
best accomplish our training needs. Newport Beach decided to withdraw as a
member and just pay the flat rental rates like any other non - member. The cost for
renting the facility on a yearly as needed basis has been averaging around
$3,737 for the last few years. This decision to pay a flat rental rate has created a
significant fiscal savings, but that move has not come without a price tag in
regards to training.
This background has been presented to lay the ground work for where we are
today. Though the initial membership in CNOA served us well in preceding years,
we are at a point in Newport Beach Fire's history where we need to seriously
take control of our own destiny and create something where a void now exist.
Cost Factors:
Once our participation in the CNTC ceased and we began to pay only a rental
fee for training, we began placing our budgeted CNTC amount ($150,000) into
the following accounts. The following numbers represent our yearly inputs:
$105,000 CIP fund
$25,000 Salary for department Assistant (the other half of salary from
#2353)
$20,000 Training Operations ('Training facility rental, "Training
Opportunities i.e. classes etc.)
$150,000
We have placed 3 years of $105,000 into the CIP fund with FY 2007 -2008 being
the fourth year. We had projected that there would be $525,000 in the CIP fund
for the building of the tower on the fifth year.
We were planning on taking our CIP money and coupling it with monies from our
partnership with Rancho Santiago College. These amounts are represented as
follows:
$525,000 CIP fund (5 years)
$350,000 Rancho Santiago College
$875,000 the amount we estimated would be needed
Obviously we still have 2 remaining years that we had anticipated for the CIP
fund. So in essence we are asking for the two remaining years on the CIP fund
now.
The bid amount of $840,000 along with a 10% contingency amount would bring
the final figure to $924,000. Our estimated figure of $875,000 (estimated in
2002') would be 6% over the projected amount. We feel that the 6% is a figure
that really is not that bad given the rise in building cost in the last few years.
Distance of Travel:
When we engage in training activities at CNTC, we have been programming a
certain number of units to be out of service during their training and travel time.
For a two -hour class at CNTC, we need to have units out.of service (and out of
the city) for an average of three hours due to the extended travel time. We justify
this sacrifice of "best' city coverage against the value of the training that our fire
personnel need to maintain their professional competency. This has become
increasingly difficult since the addition of the Santa Ana Heights and.Newport
Coast stations. The table below shows the round -trip distance and travel time
from each of our stations:
TRAVEL TIME AND DISTANCE FROM FIRE STATIONS TO CNTC
Oistanc
Travel Time
Station 1 - 110 E. Balboa BI (1 unit)
19.64 miles
44 minutes -
Station 2 - 475 32nd St (3 units)
16.64 miles
28 minutes
Station 3 - 870 Santa Barbara Dr (4 units)
24.58 miles
40 minutes
Station 4 - 124 Marine Av (1 unit)
22.12 miles
46 minutes
Station 5 - 410 Marigold Av (2 units)
27.50 miles
44 minutes
Station 6 - 1348 Irvine Av (1 unit)
19.64 miles
44 minutes
Station 7 - 2301 Zenith Av (i unit)
18.06 miles
32 minutes
Station 8 - 6502 Ridge Park Rd (sunk)
27.72 miles
42 minutes
TRAVEL TIME AND DISTANCE FROM FIRE STATIONS TO STATION 7
Distance
Station 1 - 110 E. Balboa BI (t unit)
Station 2 - 475 32nd St (3 units)
Station 3 - 870 Santa Barbara Dr (4 units)
Station 4 - 124 Marine Av (t unit)
Station 5 -410 Marigold Av (2 units)
Station 6 - 1348 Irvine Av (t unit)
Station 7 - 2301 Zenith Av (t unit)
Station 8 - 6502 Ridge Park Rd Gunn)
Travel Time
7.1 miles
16 minutes
5.3 miles
9 minutes
3.7 miles
6 minutes
5.3 miles
10 minutes
5.7 miles
9 minutes
2.4 miles
5 minutes
5.7
I believe that we are unnecessarily handicapping ourselves by having first -line
apparatus leave the city on a regular basis. As I have learned first -hand since
coming to this great city, the citizens have come to expect and deserve the best
service possible. Once we take apparatus out of the city, they are no longer
available to provide that service to our customers. We are forced to spread our
coverage "thin" and have in- service units cover larger areas with longer response
times.
If we have our own training tower within Newport Beach's boundaries we can
now give the best possible service to our citizens. In my years of managing
personnel and moving apparatus during training sessions in Long Beach I had
the luxury of always making sure we had a full complement of personnel and
apparatus within the city boundaries.
At no time is any Long Beach apparatus completely out of service. Though they
may be training at the tower, they can respond to an incident when called upon.
As you can see from the table above, there is no possible way any of Newport's
units can respond to give assistance if needed while in training. Neighboring
cities do make themselves available to help cover Newport Beach when we send
units outside the. city, but this also increases the time constraints upon us. In their
covering of us, it leaves their city less protected and agreements keep us on a
short and tight time table.
When we have used the City of Costa Mesa's training tower the traveling times
are not as long as going to Huntington Beach, but they still are significant enough
where fire units would not be available to help out in Newport Beach if needed.
Also the Costa Mesa Tower site is a very active site and its use is dependent
upon availability.
If Newport Beach Fire units remain within our city boundaries to train at our own
tower, we can maintain the coverage that gives our citizens the best service 365
days a year.
Necessity of Trainin
One of the key aspects of the firefighting profession is that of training. We are
asked to have an in -depth understanding of many components of firefighting and
rescue systems that we were never asked to know in previous years.
Skill maintenance is necessary for performance on the emergency scene since
all skills are perishable if they are not practiced on a regular basis. Skill retention
can.only be accomplished with weekly and monthly repetitive practice. We are
not able to accomplish that 100% of the time by using facilities outside our city.
We are at the mercy of a cost factor that prohibits us from unlimited use, and we
also have scheduling issues which limit us. As a renter of their facility, we are the
mercy of their scheduling. If we have our own tower we have unlimited use which
allows our Operations Chief to schedule training theoretically 24 hours a day 365
days a year.
The Newport Beach Fire Department is a very young department. We have fire
officers that have very little live experience with fire and rescue situations. There
is a tremendous need to have a training program in place to compensate for the
lack of real life training our personnel need. This facility will allow mentoring and
role playing for young personnel as they begin to develop and enhance their
careers.
Having limited access to training facilities greatly impacts giving our young
personnel the repetitive training that is necessary. With a training tower in place
we could do evaluated testing of many skills required for all ranks. Because of
limited access to a tower we have for all intents and purposes ceased doing
timed and evaluated testing in the last several years.
It is not uncommon in the fire service to have individual apparatus dedicate 2 to 3
hours a day to training. Since live training now is not always accessible, many
times it becomes hypothetical training, or "talking through" or "walking through" a
situation. We always encourage this, but it never substitutes for live action.
Our personnel realize the need for training and have sought out ways to
overcome the lack of a training facility. Personnel practice. at parks, parking lots,
schools, and "hat in hand" asking of the private sector for the use of their
buildings to practice on. Though this method helps us to be seen in the
community, it also is potentially dangerous because of the possibility of incurring
liability for the city through damage of public property and possible injury to the
public.
The training tower in many.jurisdictions is also utilized by police SWAT teams to
utilize skills that need practicing. Community Emergency Response Teams
(CERT) and any city agency that would want to utilize it would be able to.
Quay of Training:
The training tower is the final leg of what is needed for the Newport Beach Fire
Department to be recognized as a first class institution. This complete facility
which would house a multi -story tower, numerous hydrants, and a huge piece of
property, would be an ideal setting for multi - company drills.
We would be able to train in an unhurried manner helping to perfect excellence,
rather than rushing through because of time and cost constraints. A good portion
of our allotted time to train is spent on the road driving to Huntington Beach.
The training that would take place would be of a realistic manner that would best
simulate real life situations. Newport Beach has a larger number of high -rise
buildings than most cities have: These buildings require different methods of
training and tactics. Having our own tower allows us to better develop personnel
to handle this type of training without using private property.
We have cliffs that exist throughout the city. This tower allows us to practice
those skills from the roof of the tower down to the ground without going onto
private property or damaging the environment by evasive training practices.
When dealing with probationary firefighters we would have a controlled and
unhurried work environment which would allow us to take the time to do repetitive
training and testing. When working under time constraints at a guest's tower, we
usually make notes of things to work on later because we cannot go over them
immediately.
With Newport Beach having its own training.tower we will be allowed to create a
number of very diverse simulations. The number of situations that we face day in
and day out need to each be addressed on a regular basis. In having our own
tower we can bring crews through and evaluate and test them on any simulation
we feel is necessary. We will be able to utilize several apparatus in multi -
company drills without concern of having them out of the city and unable to
respond. There will be no cost factor and out of service factor that will hinder us
from accomplishing this.
The "throwing of ladders" against building during rescues is absolutely vital in
making effective rescues. Most private businesses frown on having their
buildings used for this purpose since they do leave marks on the building and
destroy the stucco. With a training tower we can have personnel place ladders
aggressively and not be concerned of any damage.
Morale:
I have purposely left this issue last because I feel it is very difficult to substantiate
or defend in the face of fiscal decisions that need to be made. Nonetheless, it is a
very real and actual part of the workplace.
In my short tenure here, I have seen the extremely high morale that exists within
this department. I believe that can be shown by the almost non - existent leaving
of personnel from this fire department going to other fire departments. Our
personnel enjoy working here in Newport Beach. It is one of the comments that I
have heard over and over again..
My goal is to make sure that we as a city do everything possible to help retain
employees here in Newport Beach for years to come. A complete training
program is one of those items which make this an attractive department for which
to work.
In my discussion with one of my chief officers with this department, he said to
me, "this tower would be the most significant improvement in our fire department
in my 30 years on the job ".
In the process of presenting this document I hope I have not overstated my
position or belabored my point. But I do believe the training tower is a significant
piece of the puzzle that will help move Newport Beach Fire Department into the
21st Century.
If you have any questions or want me to clarify any portion of this memo, please
contact me.
City of Newport Beach NO. BA- 07BA -038
BUDGET AMENDMENT
2006 -07 AMOUNT: $1as,aso.00
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates Increase in Budgetary Fund Balance
Increase Expenditure Appropriations AND �X Decrease in Budgetary Fund Balance
Transfer Budget Appropriations No effect on Budgetary Fund Balance
SOURCE:
from existing budget appropriations
from additional estimated revenues
PX from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
To increase expenditure appropriations to execute the contract with Nielsen Building Systems Inc. to design and build
the Santa Ana Heights Fire Station training tower.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account
010 3605
REVENUE ESTIMATES (3601)
Fund /Division Account
EXPENDITURE APPROPRIATIONS (3603)
Description
General Fund - Fund Balance
Description
Signed: ��
Fin ncial Approval: Administrative Services Director
Signed:
Signed:
Administrative Approval: City Manager
City Council Approval: City Clerk
Amount
Debit Credit
$186,860,00
Automatic
$186,860.00
Date
Date
Date
Description
Division
Number
7011 Facilities
Account
Number
C2320715 Big Canyon. Fire Training Facility
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Signed: ��
Fin ncial Approval: Administrative Services Director
Signed:
Signed:
Administrative Approval: City Manager
City Council Approval: City Clerk
Amount
Debit Credit
$186,860,00
Automatic
$186,860.00
Date
Date
Date