01-17-2006 - Amendments to FY 2005/2006 Community Development Block Grant (CDBG) Action Plan•
City of West Covina
Memorandum
TO: Andrew G. Pasmant, City Manager
and City Council
FROM: Steven L. Samaniego,
Interim Community Services Director
AGENDA
ITEM NO. E-5
DATE: January 17, 2006
PRENTED ON RECYCLED PAPER
SUBJECT: AMENDMENTS TO THE FY 2005-2006 COMMUNITY DEVELOPMENT
BLOCK GRANT (CDBG) ACTION PLAN
RECOMMENDATION:
It is recommended that the City Council approve the proposed amendment to the FY 2005-2006
CDBG Action Plan to increase funding for the ADA Street Barrier Removals Project to a total of
$110,000.
DISCUSSION:
On December 20, 2005, the City Council approved an amendment to the FY 2005-2006 CDBG
Action Plan for the Americans with Disabilities Act (ADA) Street Barrier Removals Project to
an amount of $60,000 (Attachment #1). The bids for this project came in at $110,000, which
was $50,000 higher than what was previously approved by Council.
Therefore, this proposed amendment to the FY 2005-2006 CDBG Action Plan is including the
increased cost adjustment for the ADA Street Barrier Removals Project to be consistent with
HUD regulations.
ALTERNATIVES:
The City Council may.
1) Amend the FY 2005-2006 CDBG Action Plan, as recommended.
2) Provide additional direction.
FISCAL IMPACT:
The project represents a net increase of $50,000. There are sufficient CDBG funds available to
cover the increase.
"ok
"Pf�l
Prepared b elly McDonald
Management Analyst II
Reviewed by:
Thomas Bachman
Finance Director
Attachment:
Reviewed/Approved by:
Steven L. Samaniego, Interim Community
Services Director
Attachment #1: StaffReport -December 20, 2005
• • Cit.), f?f West Covina
Memorandum
AGENDA
ITEM NO. C-1
DATE: December 20, 2005
PR IN IED ON REIITI E.O PAPER
TO: Andrew G. Pasmant, City Manager
and City Council
FROM: Steven L. Sannaniego,
Interim Community Services Director
SUBJECT: AMENDMENTS TO THE FY 2005-2006 COMMUNITY DEVELOPMENT
BLOCK GRANT (CDBG) ACTION PLAN
RECOMMENDATION:
It is recommended that the City Council approve the proposed amendments to the FY 2005-2006
CDBG Action Plan as identified in Attachment #1.
DISCUSSION:
The annual CDBG Action Plan is a comprehensive one-year strategy that addresses the use of
CDBG funds for the purposes of meeting the goals of providing decent housing, a suitable living
environment, and expanded economic opportunities, principally fc)r low and moderate income
persons.
The City may, at any time, arnend its Action Plan to include new projects, and modify or cancel
existing projects as required by HUD statute. Staff. is proposing nine (9) amendments to the
Council approved FY 2005-2006 CDBG Action Plan, which include new projects and
modifications such as street improvements, picnic shelters and purchase of a fire engine. The
Fire Chief's justification for the purchase of a fire engine fbr Station #3 is included in
Attachment #2.
The process for such an amendment requires a thirty -day public continent period, a public
hearing, approval by the City Council and HUD. Staff initiated the thirty -day public review
comment period on November 18, 2005.
ALTERNATIVES:
The City Council rnay:
1) Amend the FY 2005-2006 CDBG Action Plan, as recommended.
2) Consider allocating some funds to redevelopment to promote Economic Development (i.e.,
BKK site). However, any use of funds will trigger "prevailing wage."
3) Provide other direction.
The following were additional alternatives that staff evaluated but are not recommended due to
insufficient CDBG funds or did not qualify for CDBG funding:
1) Public facility improvements to Fire Station #3 (insufficient C D13G frmcic);
2) Public facility improvements to the Palm View Center (insufficient CDBG funds);
3) Public facility improvements to the Senior Center (insufficient CDBG funds);
4) Pay portion of police helicopter (CDBG ineligible);
5) Improvements to Shadow Oak Park (CDBG ineligible);
6) Traffic light modifications on Lark Ellen (CDBG ineligible);
7) New roof on Police Station (CDBG ineligible);
8) Restoration of riparian habitat at BKK (CDBG ineligible);
9) Public facility improvements at BKK (CDBG ineligible);
10) Graffiti phone hotline (CD1.3G ineligible).
FISCAL IMPACT: • •
As of November 1, 2005, the City had approximately $1.2 million in unprogrammed CDBG
funds received in recent years from paybacks to the Home Improvement Loan Program. To
maintain compliance with IJUD'S statute of timely expenditures, the City needs to spend
approximately $1.2 million by mid -April 2006.
The approval of the proposed amendments would allow the City to proceed with the identified
projects. The projects represent a net increase of $1,163,500 to the 2005-2006 CDBG Action
Plan. Suflicient funds are available in CDBG to cover the costs.
Prep d by: Kelly McDonald
Management Analyst II
Reviewed/,approved by
Vrnance
ATTACI IMENT:
Z,
Reviewed/Approved by:
Steven L. Samaniego, Interim Community
Services Director
Attachment ItI: Proposed Amendments to FY 2005-2006 ('DB(; Action Plan
Attachment #2: Fire Engine Replacement Justificatiml
ATTACHMENT #1
PROPOSED AMENDMENTS TO FY 2005-2006 CUI3G ACTION PLAN
Description of Activity
1. Residential Street Improvements
2. Curb and Gutter Replacement Program
3. Installation of Picnic Shelters at Del Norte Park
4. ADA Street Barrier Removals
5. Installation of Picnic Shelters at Palm View Park
6. Fire Engine - Fire Station #3
7. Turnouts - Fire Station #3
8. Modifications for Audible Traffic Signal
9. Storm Drain - Workman
Total
Funding Per
Proposed
Proposed
Action Plan
Amendment
Funding
$ 125,000
Modify Funding
$ 625,000
10,000
Modify Funding
50,000
50,000
Modify Funding
70,000
50,000
Modify Funding
60,000
Not in Plan
New Project
70,000
Not in Plan
New Project
450,000
Not in Plan
New Project
11,500
Not in Plan
New Project
2,000
Not in Plan
New Project
60,000
$ 235,000
$ 1,398,500
11
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Memorandum
West.Covina lire Department
DATE: November 21, 2005
TO: Andrew Pasmant, City Manager
FROM: Richard Elliott, Fire Chief)
RE: Request to Purchase Replacement Fire Engine with CDBG Funds
PROPOSAL
The Fire Department's Apparatus Committee respectfully requests the use of CDBG funds to
facilitate the purchase of a replacerent fire engine for Fire Station Three. Fire Station Three,
located at 1433 West Puente Avenue, is in an approved CDBG project area. According to City
staff, in consultation with the HUD representatives responsible for West Covina's CDBG .
allocations, the use of these funds for the purchase of a fire engine is allowed.
The fire engine proposed for replacement is a 1994 Seagraves fire pumper with approximately
84,689 miles. The Committee's request is based on the fact that the older fire engine has reached
a point whereby maintenance and repair costs combined with significant reliability issues have
begun to effect the Department's emergency response capabilities. The Apparatus Committee is
recommending the City purchase a new 1,500 gallons per minute; NFPA (National Fire
Protection Association) Standards 1901 & 1500 compliant fire pumper using a "piggy -back"
purchase method based on a current City of Los Angeles fire apparatus purchase contract.
It is staffs recommendation, with the approval of the City Manager, to assemble the necessary
purchasing documentation and place this item on the City Council agenda for the December 20,
2005 meeting, as a request to purchase using CDBG funding.
JUSTIFICATION
The.Apparatus Committee, with the assistance of Vehicle Maintenance staff, has analyzed the
current and future needs of the Department's fleet of fire apparatus. Tire analysis revealed that
certain first -line fire apparatus are approaching a critical period in terms of vehicle condition and
age. Problems of excessive down -time, rising costs of repairing apparatus, and lack of reliability
are creating operation issues for Fire Department and Vehicle Maintenance stafT. Fire Engine
Three, with approximately 84,689 miles, has been identified as the most problematic fire unit
currently operating as a first -line fire apparatus.
CDf3G FiRE ENGINE PURCHASE
November.21, 2005
Page "l"wo
Currently the Fire Department operates one fire engine out of each of the five fire stations. in the
past three years, four of'the five fire engines have been replaced with new units. The units have
been assigned as follows:
• Fire Station 1 — 2004 Saulsbury pumper with approximately 16,572 miles
• Fire Station 2 — 2002 Saulsbury pumper with approximately 33,930 miles
• Fire Station 3 — 1994 Seagraves pumper with approximately 84,689 miles
• Fire Station 4 — 2002 Saulsbury pumper with approximately 23,845 miles
• Fire Station 5 — 2002 Saulsbury pumper with approximately 36,540 miles
"flie Fire Department maintains two reserve fire engines, which are routinely placed into first -line
status when primary units are in for repairs/servicing and at times when West Covina units are
deployed on regional and out -of -county brush fires. The reserve units have been assigned as
follows:
• Fire Station 1 (Reserve 1) — 1990 Seagraves pumper with approximately 100,527 miles
• Fire Station 3 (Reserve 2) — 1990 Seagraves pumper with approxinialely 89,518 miles
Fire Engine Three, according to stall', has experienced numerous mechanical issues that have
created operational challenges over the past two years. In the past twelve -months significant
documented repairs include overheating/coolant leaks and radiator replacement, pump
transmission repairs, three priming pumps replaced, repairs to the fire pump, A/C system repairs,
and significant air brake system repairs have been performed on the unit. According to Vehicle
Maintenance Supervisor Dave Gandolfi, Engine Three, if it continues to operate as a first -line
fire unit will require major engine repairs in the future. Mr. Gandolfi estimates the cost of major
engine repairs at approximately $40,000 and the downtime at approximately four to eight weeks.
In addition to the reliability, maintenance, and cost issues associated with operating Engine
Three as a first -line response unit, this particular unit is the only engine in the fleet without a
firefighting foam system. The foam system capabilities offer firefighters the option of rapidly
deploying fire suppression foam for fires involving flammable liquid spills and oil stubborn
structure fires that require personnel to enter the burning building to effectively control the fire.
APPARATUS SPECIFICATIONS
The Apparatus Committee, with assistance from Vehicle Maintenance staff; identified the drive
train, body configuration, enclosed cab design and fire pump necessary to support effective fire
suppression and emergency rescue operations. In addition to emergency response, staff
recognized the importance of ongoing maintenance and repairs in identifying an appropriate
vendor to manufacture and support a replacement fire engine. The elements of'California's strict
diesel emission standards were also considered in identifying the most appropriate power train.
CDBG FIRE ENGINE PURCHASE
November 21, 2005
Page 'Three
After careful analysis of the specifications and a review of available fire apparatus, (lie
Apparatus Committee selected Pierce Fire Apparatus as the most appropriate supplier. Tire
Committee placed an emphasis on design, engineering, cost-effectiveness, service support, and
built-in personnel safety in identifying Pierce as the vendor of choice. The Apparatus Committee
considered the Fire Department's evolving mission from primarily fire suppression to all -hazard
in evaluating available apparatus. In addition, Pierce Fire Apparatus was positioned to deliver a
new fire apparatus capable of meeting the West Covina Fire Department specifications within
the critical timelines associated with the CDBG funding.
COMPETITIVE PRICING
The Apparatus Committee is recommending using a City of Los Angeles formal bid established
in 2003 with a five-year purchase contract as basis for "piggy -back" purchasing the replacement
pumper. Representatives from Pierce Fire Apparatus have approved the utilization of the City of
Los Angeles contract for establishing the base price of the vehicle. Apparatus Committee
members are currently coordinating with the Pierce representatives to establish the actual cost of
the unit which is in the final construction stages on the manufacturing line at tine company's main
plant in Appleton, Wisconsin. The price will be established based on minor modifications
required to meet West Covina Fire Department Apparatus Committee specifications and for the
addition of basic equipment that is not included in the Los Angeles bid.
Staff and Pierce representatives advised that a final quotation for the cost of the replacement
vehicle should be available by November 30, 2005.
CONCLUSION
At the direction of the City Manager and in conjunction with tire: Finance Director, Public Works
Director, and Purchasing Manager, the Apparatus Committee is well positioned to facilitate the
expedited purchase of the replacement fire engine. Of cautionary note is the timing of tlris
proposed purchase. Pierce Fire Apparatus advised that the only available fire engine that meets
West Covina Fire Department specifications is the unit that becomes available for purchase in
mid -December. The Pierce representative advised that the unit would be sold. on a first -come,
first -serve basis. The Pierce representative also advised that the next unit currently being
manufactured that would meet West Covina's specification would be available in June 2006.
Staff is mildly comfortable that through the potential issuance of a purchase order soon a(ler the
December 20, 2005 City Council meeting, the unit would most likely be available for the City's
purchase.
,
CDBG FIRE ENGINE PURCHASE
November 21, 2005
Page Four
C: Tom Bachman, Finance Director
Shannon Yauciuee, Public Works Director
Sue Sindelar, Purchasing Manager
David Gandolfi, Vehicle Maintenance Supervisor
Kelly McDonald, Administrative Analyst II
Attachment — Fire Department Vehicle Inventory
• A'rrACl- MENT. A :y
Fire Department Vehicle Inventory
November 21, 2005
Year Unit # Description Mileage
Station One
1990 F-10 (Reserve Eng. 1)
100,527
2004 F-30 (Ambulance 1)
15,783
2004 F-33 (Reserve Amb.)
4,966
2002 F-19 (Flatbed P/U)
26,857
Station Two
2004
F-31
(Ambulance 2)
15,960
2000
F-5
(Ladder Truck 2)
31,291
2001
F-2
(Command Veh.)
42,163
2003
F- 8
(Hummer)
7,816
2002
F-18
(Light/Air)
9,621
Station Three
1994
F-12
(Engine 3)
84,689
1990
F-11
(Reserve Eng. 3)
89,518
Station Four
2004
F-32
(Ambulance 4)
18,010
Station Five
1986
F-4
(Reserve Truck)
79,146
Fire Administration
2002
F-I
(Fire Marshal)
40,499
2003
F-9
(Fire Chief)
46,896
1992
F-6
(Prevention 1)
91,859
1992
F-7
(Prevention 2)
98,267
2003
F-3
(RSVP Vehicle)
18,979
Engine proposed for replacement
E
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