02-07-2006 - Amendment to FY 2005/2006 Community Development Block Grant (CDBG) Action Plan•
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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-1
DATE: February 7, 2006
PRINTED ON RECYCLED PAPER
SUBJECT: AMENDMENT 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 Residential Street Improvements Project from
$625,000 to a total of $785;000.
DISCUSSION:
On December 20, 2005, the City Council amended the FY 2005-2006 CDBG Action Plan to
increase funding for the Residential Street Improvements Project to an amount of $625,000.
(See Attachment #1). The. bid for this project came in at $785,000, which was $160,000 higher
than what was previously approved by Council.
Therefore, this proposed amendment to the FY 2005-2006 CDBG Action Plan is making the
increased cost adjustment for the Residential Street Improvements Project.
ALTERNATIVES:
The City Council may:
1) Amend the FY 2005-2006 CDBG Action Plan, as recommended.
2) Provide additional direction.
FISCAL IMPACT:
The approval of the proposed amendment would allow the City to proceed with the identified
project. There are sufficient funds available in CDBG to cover the $160,000 increase.
4Prepby: Kelly McDonald
Management Analyst II
Reviewed by -
Thomas Bachman
Finance Director
Attachment:
Reviewed/Approved by -
Steven L. Samaniego, Interim Community
Services. Director
Attachment #1: December 20, 2005 Staff Report — Amendments to the FY
2005-2006 Community Development Block Grant (CDBG)
Action Plan
Cite of ffi;st Covin.
Mem oraI11111 i1,
AGENDA
ITEM NO. C-1
" DATE: December 20, 2005
TO Andrew G. Pasmant, City Manager raIyitu.x+It[ nn irurArta
and City Council
FROM: Steven L. Samaniego,
Interim Community Services Director
SUBJECT: AMENDMENTS TO THE FY 2005-2006 COMMUNITY DEVELOPMENT
BLOCK GRANT (CDBG) ACTION PLAN
RECOMi%'IENDATION:
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 for low and moderate income
persons.
The City may, at any time, amend its Action Plan to include new projects, ai.id 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 lire engine. Tile
Fire Chief's justification for the purchase of a fire engine for Station #3 is included in
Attachment #2.
The process for such an amendment requires a thirty -day public comment 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 may:
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 clue to
insufficient CDBG funds or did not qualify for CDBG funding:
1) Public facility improvements to Fire Station 0 (insufficient CDBG rundsr;
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 oil Police Station (CDBG ineligible);
8) Restoration of riparian habitat at BKK (CDBG ineligible);
9) Public facility improvements at BKK (CDBG ineligible);
10) Gralfiti phone hotline (CD13G ineligible).
FISCAL IMPACT:
As. of November 1, 2005, the City had approximately $1.2 million in unprogratrimcd CDBG
funds received in recent years from paybacks to the Home l nrprovement Loan Program. To
maintain compliance with HUD'S statute of timely expenditures, the City needs to spcncl
approximately $1.2 million by mid -April 2006.
The approval of the proposed amendments would allow the Oty to procced with the ietentificcl
projects. The projects represent a net increase of $1,163,500 to the 2005-2006 CDBG Action
Plan. Sufficient finds arc available in CDBG to cover the costs.
Prep d by: Kelly McDonald
Management Analyst 11
Reviewed/Approved by:
Finance
A'[TT'ACI WII:NI':
Reviewed/Approved by:
Steven L. Samanicgo, Intcrilll Community
Services Dircctor
Attachment /tl: Proposed Amendments to FY 2005-2006 ('D13(; Action flan
Attachment #2: Fire 13ngine Replacement Justification
ATTACHMENT#1
P11OPOSE1.) AMENDMENTS TO FY 2005-2006 UMIG ACTION PLAN
Description of Activity Funding Per Proposed Proposed
Action Plan Amendment Funding
I. Residential Street Improvements
$ 125,000
Modify Funding
$ 625,000
2. Curb and Gutter Replacement Program
10,000
Modify Funding
50,000
3. Installation of Picnic Shelters at Del Norte Park
50,000
Modify Funding
70,000
4. ADA Street Barrier Removals
50,000
Modify Funding
60,000
5. Installation of Picnic Shelters at Palm View Park
Not in Plan
New Project
70,000
6. Fire Engine - Fire Station #3
Not in Plan
New Project
450.000
7. Turnouts — Fire Station #3
Not in Plan
New Project
11,500
8. Modifications for Audible Traffic Signal
Not in Plan
New Project
2,000
9. Storm Drain - Workman
Not in Plan
New Project
60.000
Total
$ 235,000
$ 1,398,500 .
*ATTACIINIE.NT/12
Memorandum
West Covina lire Department
DATE: November 21, 2005
TO: Andrew Pasntant, City Manager
FROM: ILchard 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.replacement 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 I•IUD representatives responsible for West Covirta's CDBG
allocations, the use of these funds for the purchase of a fire engine is allowed.
Tile 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. Tile 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 staff. Fire Engine
Three, with approximately 84,689 miles, has been identified as the most problematic file unit
currently operating as a first -line fire apparatus.
CDBG FIRE ENGINE PURCHASE
November 21, 2005
Page Two
Currently the Fire Department operates one fire engine out of each of the five (ire stat"iis. In the
past three years, four o('the five fire engines have been replaced with new units. 'I'lre 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
The 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 wilh approximately 89,518 miles
Fire Engine Three, according to staff, 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 -lime
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 on stubborn
structure fires that require personnel to enter the burning building to effectively control [lie 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 efTective 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, the
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 file 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 veliicle. 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 the 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.
StafTand 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 (lie City Manager and in conjunction with the 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 tlr s
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 after file
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 Yaucluee, Public Works Director
Sus Sindelar, Purchasing Manager
David Gandolfi, Vehicle Maintenance Supervisor
Kelly McDonald, Administrative Analyst II
Attachment — fire Department Vehicle Inventory
il
�T i-ACHMENT A
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 PAJ)
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
(fIummer)
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
19.86 1F-4 (Reserve Truck) 79,146
Fire Administration
2002
F-I
(Fire Marshal)
40,499
2003
F-9
(Fire Chiel)
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
SAN GABRIEL VALLEY NEWSPAPERS T
i'Iih1i�.I�itices <5t I Fubii� �uNc�; Si I Elie i�o#rces :51 I �u�l6c �a#ices .�1=
CITY OF WEST COVINA
NOTICE OF PUBLIC HEARING
Concerning a proposed amendment to the City of West Covina's of the FY 2005-2066
Action Plan -for the City's Community Development Block Grant (CDBG) program.
YOU ARE INVITED - All interested citizens are invited to attend a public hearing on
Tuesday, February 7, 2006, in the City Council Chambers at 1444 West Garvey Avenue
South in West Covina at 7:00pm to Comment on a proposed. amendment to the Action
Plan. This public hearing" is scheduled pursuant the to City's adopted Citizen
Participation Plan, a requirement of. U.S. Department of Housing and Urban
Development (HUD), which requires. a public hearing for any 'substantial'
amendments to the Action Plan, as described below.
ACTION PLAN SUMMARY - The Action Plan is a comprehensive one-year strategy
that addresses the use of Community Development Block Grant funds for the
Purposes of meeting the goals of providing decent housing, a suitable living
environment, and expanded economic opportunities, principally for low and moderate
income Persons. ,
t ACTION PLAN AMENDMENTS - Per the City's FY 2005-2010' Consolidated Plan,
criteria for substantial amendments are, as follows: (1) A change in the allocation
r i priorities; (2) A change in the method of the distribution of funds; (3) Carrying out
an activity, which has not been previously described in the Action Plan; (4) A.change._
to the purpose, scope, location or beneficiaries of an activity; or (5) An increase or
xr' decrease in the amount allocated to an eligible activity that results in a percentage
change in the funding of the activity as detailed below:.
Original Activity Budget % Change in Activity Funding .
<$200,000 15%
$100,001 to $200,000 20'/0
$25,001.t0 $100;000
< _ $25,000 30%
One (1) amendment to the FY 2005-2006 Action Plan -is proposed, as shown in the
table below:
Description of Activity Funding Per Proposed Proposed
Action Plan Amendment Funding
L.Residential, Street Improvements $ 625,000 Modify Funding $ .785,000
the proposed Action Plan amendment also requires the review and approval of HUD.
Said review by HUD may require modifications to the proposed amendment, which.if
applicable, shall be discussed at the. Public Hearing.
AVAILABLE ,FOR REVIEW A listing of the proposed activities will be available for
Public review starting on January 9, 2006. The 30-day public review period ends.on
February 7, 2006 at 5:00pm. During this 30-day public review period, the activity
listing are, available for review at the following locations:
City of West Covina
- Community Services Department.
1444 West Garvey_ Avenue, Room 205
City of West Covina
City Clerk's Office
1444 West Garvey Avenue, Room 317
West Covina Library.
1601e West Covina Parkway
The City Council public hearing to consider approval of the Proposed. amendment is
scheduled on Tuesday, February 7, 2006 "in the City Council Chambers at 14" West
Garvey Avenue South in West Covina at 7:00pm.
Written comments may be addressed to Kelly McDoelbld, Management Analyst II,
City of West Covina; 1444 West Garvey Avenue, Room 205, West Covina, CA 91790.
Publish: January 9, 2006 San Gabriel Valley Tribune Ad No: 155782