01-19-2021 - AGENDA ITEM 18 CONSIDERATION OF BUDGET AMENDMENT FOR NECESSARY CAPITAL IMPROVEMENTS AT FIRE STATIONSAGENDA ITEM NO. 18
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
DATE: January 19, 2021
TO: Mayor and City Council
FROM: David Carmany
City Manager
SUBJECT: CONSIDERATION OF BUDGET AMENDMENT FOR NECESSARY CAPITAL
IMPROVEMENTS AT FIRE STATIONS
RECOMMENDATION:
It is recommended that the City Council adopt the following resolution:
RESOLUTION NO.2021-06 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
WEST COVINA, CALIFORNIA, ADOPTING A BUDGET AMENDMENT FOR THE FISCAL
YEAR COMMENCING JULY 1, 2020, AND ENDING JUNE 30, 2021 (FIRE STATIONS
IMPROVEMENTS)
BACKGROUND:
The West Covina Fire Department provides firefighting and emergency fire and rescue services from five fire
stations. The stations have significant deferred maintenance due to budget constraints. Necessary repairs
include: diesel exhaust ventilation systems, HVAC duct cleaning, fumigation, roof repair, asbestos/lead/mold
testing and abatement, bathroom, kitchen and sleeping quarter repair, parking lot repair and replacement,
overhead door repair and replacement, interior and exterior painting, and preparation of a needs assessment and
preliminary architectural design for potential replacement of Station 1.
DISCUSSION:
All five fire stations are in need of significant repair. Station 2, the newest, is over 20 years old and no
significant maintenance work has been completed. Over the past few months, fire personnel have thoroughly
reviewed and inspected each station to determine the scope of the necessary repairs. Staff is seeking a budget
appropriation based upon that investigation and preliminary bids that have been received. Upon approval of the
budget amendment, staff will issue purchase orders and/or issue requests for bids/proposals in accordance with
the City's Municipal Code and Purchasing Policy to complete the necessary station improvements. The report
below details the station repairs by area of concern.
Diesel Exhaust System
Fire apparatus are housed within the garage area of the fire station. During startup of apparatus, deadly diesel
gasses known to be carcinogenic are expelled into the area. Without proper ventilation the exhaust can seep
into the resting and sleeping areas of the stations and are known to cause cancer. Not all stations currently have
diesel exhaust capture equipment that meet minimum health and safety standards.
I, LISA SHERRICK, ASSISTANT CITY CLERK of the City of West Covina, California,
do hereby certify that the foregoing Resolution No. 2021-06 was duly adopted by the City Council
of the City of West Covina, California, at a regular meeting thereof held on the 19th day of
January 2021, by the following vote of the City Council:
AYES:
NOES:
ABSENT:
ABSTAIN:
Lisa Sherrick
Assistant City Clerk
Exhibit "A"
CITY OF WEST COVINA
BUDGET AMENDMENT
BA # 023
Posted By:
Date Posted:
Date: 01/19/2021 Fiscal Year: 2020-2021
Requested by: Vincent A. Capelle Amount: $1,619,559.00
Dept/Div: Fire Fire Stations Improvements
EXPFAfr)M/RES
Account Number
Dept/Account Description
Current Budget
Proposed
Amendment
Amended Budget
110.32.3210.7530
Fire/Building Im rovments
$1,619,559.00
$1,619,559.00
REVENUES
Proposed
Account Number Account Description Current Budget Amendment Amended Budget
REASON/JUSTIFICATION Please be specific)
There are several necessary repairs/replacement for the fire stations that have been neglected for several years
due to budget restraints.
APPROVALS
City Council Approval Date (if required, attach minutes): 01/19/2021 ❑ Approval Not Required
Dept Head Approval: Date:
=inance Director: Date:
=unds Available? ❑ Yes ❑No
amity Manager: Date:
omment: ❑ Approved ❑ Denied
Below is a summary of the needs of each fire station:
Fire Station
Summary
No.
n older partial exhaust system which is a different system than other station
1
locations. Current system needs a new diesel exhaust system including
maintenance.
2
Does not have a diesel exhaust capture equipment.
3
Rs lacking the proper diesel exhaust system and needs maintenance.
n older partial exhaust system which is a different system than other stations
4
locations. Current system needs a new diesel exhaust system including
maintenance.
5
Has a properly working diesel exhaust system.
Air Exchange Clean Air Specialists is a sole source vendor for purchasing equipment, installation, and
maintenance of the diesel exhaust system, and will perform the work for $160,683.25.
Storage of Turnouts
Firefighting personal protective equipment (turnouts) are stored when not in use.
Below is a summary of the needs of each fire station:
Fire Station
Summary
No.
1A
wooden cubby/storage which has been modified to hang turnouts in order to be
stored properly.
2
An old metal rack system/storage that was not designed for storing turnouts.
3
Small wooden shelves for storing turnouts.
4
etal shelves for storing turnouts.
5
P4o needs.
GearGrid Corporation is the sole source vendor for turnout storage that meets the Fire Department's equipment
needs, and will provide the turnout storage, maintenance, and repairs needed for $22,668.00.
Asbestos/Lead/Mold
Fire Stations No. 1, No. 2, No. 3, and No. 4 were identified as facilities with potential asbestos/lead/mold
products contained within the building materials. Evaluations were performed at Fire Stations No. 2, No. 3, and
No. 4 to determine if any products exist in the building. However, an evaluation was not performed for Fire
Station No. 1 as the plan is to have the station torn down and rebuilt. The Fire Department has become aware
that an evaluation must be performed prior to any work commencing. Since firefighters are living within the
location known to have identified potential materials, it is important that an evaluation be performed and that
the findings be abated.
Clark Seif Clark, Inc., which has performed evaluations on facilities in the past for asbestos/mold/lead product
contamination, has provided a quote to perform the evaluation for $2,750.
Architectural Plans
It was determined through station structural assessment that Fire Station No. 1 does not meet the requirements
for inhabitation. During a significant earthquake, firefighters along with fire equipment could potentially be
trapped. In 2006, an RFP was conducted for architectural designs; however, as of today they are outdated and
cannot be used. The requested budget amendment accounts for a $300,000 appropriation to retain
an architectural firm to prepare a preliminary needs assessment and design for a new station.
Fire Station Remodel
Fire Station No. 3 has significant asbestos throughout the facility and is in dire need of extensive abatement.
Fire Station No. 3 and the adjoining building that was formerly the fire administration office need to be joined
as one building to accommodate updated fire station dorms, kitchen, privacy, and gender -neutral restrooms.
Staff intends to conduct a request for proposal to obtain construction quotes to remodel the location joining the
two sections as one facility. The requested budget amendment accounts for a $325,000 appropriation for the
repairs and remodeling of Fire Station No. 3. This is a necessary rime -sensitive project as staff is currently
living in quarters within the location identified with asbestos and lead being present.
Concrete/Asphalt
Fire Station No. 4 has approximately 31,000 square feet of asphalt paving that makes up the south rear parking
lot of the station. The Fire Department received three quotes to replace the current deteriorated asphalt. After
discussion with the Engineering and Maintenance Divisions, staff has identified the plan to replace the asphalt
that needs reconfiguring at the rear area of the parking lot. This reconfiguration would have a mixture of
concrete and asphalt. The location where fire apparatus travel from street to the rear of the fire station would be
concrete. The remaining area of the rear parking lot would be asphalt. The problem that has occurred when
asphalt has been replaced or repaired is that it quickly becomes damaged due to the weight of the fire
apparatus. The damage is causing water to puddle and deteriorate the asphalt. With the fire apparatus travel
locations being concrete, the life expectancy would be 30 plus years. The requested budget amendment
includes an appropriation of $125,000.00 for concrete and asphalt replacement.
Three quotes were obtained for asphalt replacement only.
Bidder No.
Vendor
Quote Amount
1.
Mission
$73,750.00
2.
EBC
$78,390.00
3.
Arrow
$109,495.00
Apparatus Door
Approximately four to six years ago, Fire Station No. 4 single overhead front and rear apparatus doors were
removed and replaced with double door openings. When the work was completed, the top support section of
the door openings was not secured according to code and the blocks were cut and exposed. There is a need to
cap the blocks in the openings and insert metal supports securing the openings. This is a time -sensitive repair.
Based on the preliminary quotes received, this work is estimated to cost $19,947.50.
Plumbing
Fire Stations No. 2, No. 3, and No. 4 continue to have ongoing plumbing issues, which includes raw sewage
coming up through the toilets. Maintenance Division had the stations evaluated and determined that there is a
severe clogging issue of the City's sewer lines. Municipal Underground is currently the City's vendor for
plumbing issues. This is a time -sensitive issue. Sewer backed ups cause significant issues at the stations where
personnel are living. Based on the preliminary quotes received, this work is estimatd to cost $30,000.
Painting
The fire stations were evaluated for interior painting needs; quotes were obtained for the repair and painting of
walls and ceilings at the fire stations.
Below is a summary of the needs of each fire station:
Fire Station
Summary
No.
1Needs
replacement and is not fiscally responsible to spend on interior paint at this
time.
2
Has carpet on the walls which needs removing due to potential bacteria within.
3Have
the interior be repainted in accordance to any remodel plans that are
approved.
4
ISeveral walls in need of repair and painting.
5
o needs.
Staff obtained three quotes for the interior painting, as follows:
Bidder No. I Vendor Quote Amount
1.
alifbmia Professional Painting
$31,097.00
2.
Nrightview Painting Co.
$63,500.00
3.
ISteve John's Painting
$81,000.00
California Professional Painting is the lowest responsible bidder.
Flooring
The fire stations were evaluated for flooring replacement needs; quotes were obtained to repair damages to the
floors throughout the stations. There is need for hospital grade vinyl throughout the common area to decrease
the spread of bacteria and for ease of cleaning. Carpet is old and antiquated in the dorms and in need of
replacement.
Below is a summary of the needs of each fire station:
Fire Station
Summary
No.
1
Needs replacement and not fiscally responsible to spend on flooring at this time.
2
Remove and replace damaged flooring.
3
Have the interior refloored in accordance with any remodel plans that are
approved.
4
emove and replace damaged flooring.
5
o needs.
Staff obtained three quotes for the flooring work, as follows:
Bidder No. I Vendor Quote Amount
1.
iamond Flooring
$37,750.00
2.
emeth Family Interiors
$42,766.90
3.
Westland Carpet One Floor & Home
$75,601.00
Diamond Flooring is the lowest responsible bidder.
Countertops
The fire stations were evaluated for countertops needs replacement. Quotes were obtained to repair damages to
the countertops and/or replacements throughout all stations. Stainless steel countertops are best for ease of
clean-up and a long-lasting material.
Below is a summary of the needs of each fire station:
Fire Station
Summary
No.
1
Needs replacement and not fiscally responsible to spend on countertops at this time
2
Remove and replace damaged countertops
3
Remodel and replace countertop in accordance to any remodel plans that are
approved
4
emove and replace damaged countertops
5
o needs
Staff obtained three quotes for the countertop work, as follows:
Bidder No. I Vendor Quote Amount
1.
ouse of Stainless
$28,000.00
2.
abWright, Inc.
$68,770.59
3.
PNL Stainless
$76,975.00
House of Stainless is the lowest responsible bidder.
HVAC Air Duct Cleaning
The fire stations were evaluated for duct cleaning and needs; quotes were obtained to clean the HVAC air ducts
throughout the stations. There is a need for cleaning the HVAC air ducts per the facility HVAC system
standard. There are no records of air ducts cleaning.
Below is a summary of the needs of each station:
Fire Station
Summary
No.
1Needs
replacement and not fiscally responsible to spend on HVAC air duct
leaning at this time
2
Clean and repair any HVAC air ducting throughout the station
3
lean or replace HVAC air ducts in accordance to any remodel plans that are
VP proved
4
lean and repair any HVAC air ducting throughout the station
5
lClean and repair any HVAC air ducting throughout the station
Staff obtained three quotes for the HVAC air duct cleanin¢, as follows
Bidder No. I Vendor Quote Amount
1.
rofessional Duct Cleaning Co.
$10,115.00
2.
ILrserve & Air Conditioning
$10,205.50
3.
Cal -Air
$17,300.00
Optimum Indoor Air and Environmental, Inc. dba Professional Duct Cleaning Co. is the lowest responsible
bidder.
Termite Infestation
The fire stations were evaluated for termite infestation and/or damage; quotes were obtained to prepare or
replace any damaged wood as well as fumigate as needed.
Below is a summary of the needs of each fire station:
Fire Station
Summary
No.
1
No damage or fumigation needs at this time.
2
as extensive termite damage with wood replacement needed as well as tenting o
he location.
3
No damage or fumigation needs at this time.
4
as a need for some minor wood repair.
5
INo damage or fumigation needs at this time.
Staff obtained three quotes for the work, as follows:
Bidder No. I Vendor Quote Amount
1.
nternational Termite Co., Inc,
$20,170.00
2.
merica West
$22,825.00
3.
jOrkin
$33,715.00
International Termite Co., Inc. is the lowest responsible bidder.
Asbestos/Lead/Mold
Fire Stations No. 2 and No. 3 were evaluated for asbestos, lead, and mold. It was determined that Fire Station
No. 2 has some lead and asbestos that needs to be abated. Fire Station No. 3 has a large amount of asbestos that
needs to be abated within the flooring, ceiling, HVAC, and roofing materials.
Staff obtained three quotes for asbestos/lead and mold abatement, as follows:
Bidder No. I Vendor Quote Amount
1.
cobay Services, Inc.
$97,001.00
2.
Nayview Environmental
$80,245.00
3.
ISERVPRO
$141,884.23
Ecobay Services, Inc. is the lowest responsible bidder.
Bathroom Vanities
Fire Station No. 2 is in need of bathroom vanities to be replaced in both the gender -neutral ADA restroom and
in the men's shower and toilet restroom. Both vanities have extensive wood damage from water which are
beyond repair and need replacement.
Staff obtained three quotes for bathroom vanities, as follows:
Bidder No. Vendor Quote Amount
1.
astvale Paint & Homes Restoration
$7,580.00
2.
undra Construction Design & Build
$16,250.00
3.[Arch
Restoration Contractors
$21,400.00
Eastvale Paint & Home Restoration is the lowest responsible bidder.
Roofing
The fire stations were evaluated for roof replacement needs; quotes were obtained to repair roof damages
throughout the fire stations. Roof repair and replacement continues to be an ongoing issue throughout the
department for many years which has caused extensive interior damage to the stations.
Below is a summary of the needs of each fire station:
Fire Station
No.
Summary
1
Needs replacement and not fiscally responsible to spend on roof at this time
2
Remove and replace damaged roofing
3
Roof needs to be completely replaced
4
Remove and replace damaged roofing
5
o needs
Currently, there are several sump pumps that remove standing water from the roof. The pumps have been
replaced several times over the years and are no longer working properly.
Staff obtained three quotes for roof repairs/replacement, as follows:
Bidder No. I Vendor Quote Amount
1.
ILicasa Pro Roofers
$154,850.00
2.
ighland
$178,296.00
3.
K Seasons Roofing, Inc.
$713,810.00
Micasa Pro Roofers is the lowest responsible bidder.
Overhead Apparatus Doors
Currently, Fire Station No. 3 has the overhead apparatus doors that were installed over 30 years ago. There
have been numerous repairs and modifications to the existing units to keep them working over the years. One
door is inoperable, and the other door on several occasions has come down on its own due to worn out
equipment. Multiple door companies have worked on the units and do not want to continue working on them as
they are unsafe. Due to the age of the doors, it is not possible to find parts for the units.
Staff has received three quotes to replace the overhead apparatus doors, as follows:
Bidder No. I Vendor Quote Amount
1.
he Miner Corporation
$35,700.00
2.
& S
$39,860.00
3.[Vortex
$43,734.98
The Miner Corporation is the lowest responsible bidder.
It should be noted that the preliminary bids do not include sales tax and shipping fees, which apply to some
products.
Staff is aware with any project that there is potential for other needs that are not identified or known during the
evaluation process. Therefore, the proposed budget amendment also accounts for a 15% contingency for each
project.
LEGAL REVIEW:
The City Attorney's Office has reviewed the resolution and approved it as to form.
OPTIONS:
The City Council has the following options:
1. Approve staff's recommendation; or
2. Provide alternative direction.
Fiscal Impact
FISCAL IMPACT:
The proposed budget amendment will increase Building Improvements funding in the amount of $1,620,000
(Account No. 110.32.3210.7530). There is fiscal impact to the City's General Fund Reserves in the amount of
$1,620,000.
Available Fund
Project Account No.
Amount
Building Improvements
110.3210.7530
$1,620,000
Total Amount
$1,6209000
Attachments
Attachment No. 1 - Resolution No. 1 2021- 06
ATTACHMENT NO.1
I.7pfY1] Il1yY(IL/�CIJ)�Iy�ILI
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF WEST COVINA, CALIFORNIA, ADOPTING A BUDGET
AMENDMENT FOR THE FISCAL YEAR COMMENCING
JULY 1, 2020 AND ENDING JUNE 30, 2021(FIRE STATIONS
IMPROVEMENTS)
WHEREAS, the City Manager, on or about June 23, 2020, submitted to the City Council
a proposed budget for the appropriation and expenditure of funds for the City of West Covina for
Fiscal Year 2020-21; and
WHEREAS, following duly given notice and prior to budget adoption, the City Council
held public meetings, receiving, considering and evaluating all comments, and adopted a budget
for the fiscal year commencing July 1, 2020 and ending June 30, 2021; and
WHEREAS, amendments must periodically be made to the budget to conform to changed
circumstances following adoption of the budget.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WEST COVINA,
CALIFORNIA DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. The City Council hereby approves Budget Amendment No. 023, attached
hereto as Exhibit "A."
SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall enter
the same in the book of original resolutions and it shall become effective immediately.
APPROVED AND ADOPTED this 19th day of January 2021.
Letty Lopez-Viado
Mayor
APPROVED AS TO FORM ATTEST
Thomas P. Duarte Lisa Sherrick
City Attorney Assistant City Clerk