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Home My Public Portal AboutCC Workshop Agenda 05.16.2023 CITY COUNCIL SPECIAL MEETING WORKSHOP AGENDA Tuesday, May 16, 2023 5:00 p.m. 550 E. Sixth Street, Beaumont, CA Materials related to an item on this agenda submitted to the City Council after distribution of the agenda packets are available for public inspection in the City Clerk’s office at 550 E. 6th Street during normal business hours. MEETING PARTICIPATION NOTICE This meeting will will be recorded for live streaming as well as open to public attendance. Please use the following link during the meeting for live stream access: beaumontca.gov/livestream Public comments will be accepted using the following options. 1. Written comments will be accepted via email and will be read aloud during the corresponding item of the meeting. Public comments shall not exceed three (3) minutes unless otherwise authorized by City Council. Comments can be submitted anytime prior to the meeting as well as during the meeting up until the end of the corresponding item. Please submit your comments to: nicolew@beaumontca.gov 2. Phone-in comments will be accepted by joining a conference line prior to the corresponding item of the meeting. Public comments shall not exceed three (3) minutes unless otherwise authorized by City Council. Please use the following phone number to join the call (951) 922 - 4845. 3. In-person comments are accepted by notifying the City Clerk using a provided Request to Speak Form prior to the start of the Public Comment Period. Public comments shall not exceed three (3) minutes unless otherwise authorized by City Council. In compliance with the American Disabilities Act, if you require special assistance to participate in this meeting, please contact the City Clerk's office using the above email or call (951) 572 - 3196. Notification 48 hours prior to a meeting will ensure the best reasonable accommodation arrangements. Pages WORKSHOP SESSION A.CALL TO ORDER Mayor Martinez, Mayor Pro Tem Fenn, Council Member Lara, Council Member Voigt, Council Member White Report out from Closed Session Action on any Closed Session Items Action of any Requests for Excused Absence Pledge of Allegiance Invocation Adjustments to the Agenda Conflict of Interest Disclosure B.PUBLIC COMMENT PERIOD Any one person may address the City Council on any matter on this agenda. If you wish to speak, please fill out a “Public Comment Form” provided at the back table and give it to the City Clerk. There is a three (3) minute time limit on public comments. There will be no sharing or passing of time to another person. State Law prohibits the City Council from discussing or taking actions brought up by your comments. C.ACTION ITEMS Approval of all Ordinances and Resolutions to be read by title only. C.1 Special Workshop to Continue Discussions on the Purchase of a Spartan 105’ Quint Aerial Apparatus Ladder Truck for Fire Station 106 – Capital Improvement Project No. PS-05 3 Receive additional information and continue discussions from the May 2, 2023, City Council meeting. Recommended Action: Discussion only. A public hearing to act on this item is scheduled during the regular session of the City Council at 6:00pm. D.ADJOURNMENT The next regular meeting of the Beaumont City Council, Beaumont Financing Authority, the Beaumont Successor Agency (formerly RDA), the Beaumont Utility Authority, the Beaumont Parking Authority and the Beaumont Public Improvement Agency is scheduled for May 16, 2023, at 6:00 p.m. unless otherwise posted. Page 2 of 15 Staff Report TO: City Council FROM: Elizabeth Gibbs, City Manager DATE May 16, 2023 SUBJECT: Special Workshop to Continue Discussions on the Purchase of a Spartan 105’ Quint Aerial Apparatus Ladder Truck for Fire Station 106 – Capital Improvement Project No. PS-05 Description Receive additional information and continue discussions from the May 2, 2023, City Council meeting. Background and Analysis: At the May 2, 2023, City Council meeting, direction was given to staff to bring an item forward to consider amending the Five-Year FY23-27 Capital Improvement Plan and Amending the FY23 Budget, specifically to discuss increasing the funding for Capital Improvement Project PS-05 in the amount of $690,000. Further direction was given to staff to obtain a written letter from Spartan to confirm the current price of the proposed ladder truck and the deadline to purchase before further increases were warranted. It should be noted that a public hearing is scheduled during the regular session of the City Council meeting tonight and this workshop is solely for the purpose of receiving additional information as it relates to the potential purchase of a fire truck. For background purposes, during the Fiscal Year 2022 -2023 budget process and approval, City Council authorized $1,400,000 to purchase a ladder truck for the new fire station, Station 106 in the capital improvement plan. On November 1, 2022, staff requested, and Council approved, an additional $400,000 towards the purchase of the ladder truck as estimated costs were below market pricing. A letter was sent to the County on November 16, 2022, authorizing the purchase of the ladder truck (Attachment A). Subsequent to that letter, staff determined that the invoicing from the County for fire services, commonly referred to as Exhibit A, was incorrect and that there were overcharges for two engines, when the City had only ever had one engine in service. The second engine on the invoice was for the new fire station, which is still under construction. A letter was sent to the County directing that the overpayment, which staff Page 3 of 15 estimated in the amount of $250,000, be applied towards outfitting the new ladder truck (Attachment B). Since the May 2nd City Council meeting, new information has been obtained related to the purchase of the proposed ladder truck. As requested, the County’s vendor for Spartan fire trucks, Fire Apparatus Services (FAS), has confirmed a quoted cost of $2,259,521.81 for the County specified apparatus, valid until July 15, 2023 (Attachment C). Subsequently, Beaumont staff contacted FAS requesting additional information and invited their representative to join us tonight for the discussion. The preliminary information provided by the FAS representative includes: (1) Confirmation that the price for the TDA is locked in once a purchase order is received. However, any additions/upgrades or a change in the initial specifications will dictate a change order and would need to be signed by the customer (disclaimer language is included on the quote). Attachment C includes delivery, registration costs and a separate line item for mounting equipment supplied by the County fire department. (2) The quote includes the 5% Sourcewell discount as well as the manufacturer suggested retail price (MSRP). (3) FAS indicated that a 75’ aerial is approximately $1.6M, which includes tax and delivery. A 105’ rear mount aerial is approximately $1.8M, including tax and delivery. These are estimates and exact quotes can be provided within 7- 10 days (In researching Spartan’s documents through Sourcewell, staff found that there is also a 5% discount available on 75’ ladder trucks). (4) Delivery would take place in Beaumont; therefore, taxes are ca lculated based on the City’s tax rate at time of delivery. (5) Payment is due on delivery, which is estimated at 600 days from time of order. There is a prepayment discount of approximately 3 to 4% on any amount prepaid. Riverside County has six TDAs, none of which have pumps, located in Temecula, Menifee, Moreno Valley, Jurupa Valley, Palm Desert, Indio; and one Quiller TDA on order for unincorporated Thousand Palms. Additionally, there are two light trucks with 75’ ladders located in Perris and Lake Elsinore. Menifee’s fire truck was fully funded by their voter-approved Quality of Life Measure (Measure DD). It is believed, although not confirmed, that Temecula’s purchase was also obtained through a sales and use tax measure. An alternative option to authorizing Riverside County to order any ladder truck on behalf of the City is to order directly with FAS through Sourcewell, which the City of Beaumont Page 4 of 15 is a member, or alternatively through a formal bidding process under the Beaumont Municipal Code. During the May 2nd City Council meeting, staff received a letter dated that same day from CalFire Chief Bill Weiser supporting the purchase of the ladder truck and confirming his department to be responsible for 25% of the staff cost equal to three personnel for the ladder truck; committing a one-time purchase up to $250,000 in fire equipment for equipping the new ladder truck; and committing to evaluating the County’s share of the staffing costs on an ongoing basis (Attachment D). Also received with Chief Weiser’s letter were two cost estimates on the annual contract amounts for fire services showing the costs associated with the new fire station and proposed ladder truck (Attachment E). The first estimate is for a full year period equal to $8,199,944 and the second estimate is for a six-month period equal to $6,797,262 (assuming the new fire station is open, and the ladder truck is received and operational). It should be noted that these figures are estimates based on current rates and subject to change overtime. For comparison purposes, the current contract for fire services in FY 22/23 is $4,575,684. Fiscal Impact: The estimated cost to prepare this staff report is $860. Should Council decide to increase funding for CIP Project No. PS-05 during the public hearing agenda item tonight, it will decrease the General Fund unassigned fund balance by $690,000. Recommended Action: Discussion only. A public hearing to act on this item is scheduled during the regular session of the City Council at 6:00pm. Attachments: A. Letter to County dated November 16, 2022 B. Letter to County dated February 8, 2023 C. Fire Apparatus Service’s quote dated May 3, 2023 D. Letter from Chief Weiser dated May 4, 2023 E. Two estimated Exhibit As from the County Page 5 of 15 Page 6 of 15 Page 7 of 15 Page 8 of 15 Page 9 of 15 PH: (402)719-1242 Email: Scottfasfire@gmail.com Address:1762 S Sycamore Ave, Rialto, CA 92376 Apparatus Agreement 5/3/2023 Riverside County Fire Department, It is with great pleasure that we present you with this Proposal for a Spartan Quint TDA. This will be purchased via the Sourcewell Contract 113021-RVG-4 with Spartan Emergency Response. Below is the cost breakdown: (1) Spartan Quint TDA $2,041,004.00 Tool Mounting $56,000.00 Sales Tax @ 7.75% $162,517.81 Total Purchase $2,259,521.81 Signing this agreement constitutes the purchase of One (1) Spartan Quint TDA for the total cost of $2,259,521.81. Tax rates are subject to change and the tax will be determined at the time of registration. Payment for taxes and Equipment will be collected upon delivery at Fire Apparatus Solutions. Any changes to the price will be documented on a Change Order which may increase or decrease the price during the build process. California Tire Fee is included. FAS will register the Vehicle. Pricing is good until July 15. Fire Apparatus Agreement and or a Purchase Order needs to be submitted to Fire Apparatus Solutions. Signature below represents agreement of the Terms. Riverside County Fire Department: Fire Apparatus Solutions: ______________________________________ Scott Beck_____2/1/23___ Signature Date Signature Date ______________________________________ Scott Beck_______________ Printed Name Printed Name ______________________________________ __________ Sales Manager____________ Title Title •Office: (909) 421-2728 • Fax: (909) 421-4150 • https://www.facebook.com/ Fire Apparatus Solutions •Website: FASService.Org Page 10 of 15 Page 11 of 15 CAPTAINS CAPTAIN MEDICS ENGINEERS ENGINEER MEDICS FF II FFII MEDICS TOTALS STA #66 Medic Engine 297,051 1 261,651 1 295,887 1 680,379 3 514,934 2 2,049,902 8 Medic Squad 523,302 2 295,887 1 514,934 2 1,334,123 5 STA #106 Medic Truck 594,102 2 523,302 2 453,586 2 772,400 3 2,343,391 9 Medic Truck 0*1 0*1 0*1 0*3 SUBTOTALS 891,153 1,308,255 591,774 1,133,966 1,802,268 5,727,416 4 6 2 6 7 25 188,111 188,111 1 171,532 171,532 1 359,642 27 21,953 496,147 22.60 10,766 10,766 1 13,352 2,051 126,318 9 101,131 202,262 2 36.30 23,955 230,237 58,339 116,678 2 40.37 26,641 256,072 1,777.55 1,683 34,686 1,473,165 36,386 36,250 36,250 1 755,195 25 $8,199,944 2 22.0 5,023 0.60 9 **22.60 3 2 12 Volunteer Program (Schedule B) .30 FTE per Station per Fire Suppression Equip Number of Hazmat Calls Hazmat Stations Monitors/Defibs Assigned Medic FTE Number of Calls Fire Stations Total Assigned Staff per Defib Basis per Station per Station per Call and per Call and Medic Program (Schedule C) Hazmat Support (Schedule I) per Call and Volunteer Program - Support staff, Workers Comp, and Personal Liability Insurance SUPPORT SERVICES (Fire Cost Allocation Plan) Personnel Data Processing Training Finance / Accounting Administrative & Operational Services Office Supplies/Equip. Fire Fighting Equip. Public Affairs / Education Procurement FIRE SAFETY SPECIALIST (PCN 00006967)each (*Engine 20 Staffing on separate additional Exhibit "A") TOTAL STAFF COUNT TOTAL ESTIMATED CITY BUDGET Assigned Staff Battalion Chief Support each engine per Station Administrative/Operational (Schedule A) Battalion Chief Support (Schedule D) ECC Support (Schedule E) Fleet Support (Schedule F) Comm/IT Support (Schedule G) per assigned Staff ** Per Entity Allocation Medic FTE and DRAFT - 12 MONTHS *See notation below for estimate assumptions CITY OF BEAUMONT MAY 2, 2023 FOR FY2023/2024 SUBTOTAL STAFF Add Truck to new sation #106 (3Captains, 3FAE, 3FFII & 3FFII Medic) - County to Fund 3 positions of Medic Truck *County Funded positions FIRE SAFETY SUPERVISOR (PCN 00140754)each SUPPORT SERVICES ESTIMATE (Fire Cost Allocation Plan) DIRECT CHARGES FIRE ENGINE USE AGREEMENT SUPPORT SERVICES ESTIMATE SUBTOTAL COOPERATIVE FIRE ENGINE 20 STAFFING SHARE AGREEMENT (PCA 37129) FY23/24 ESTIMATE CITY OF BEAUMONT 1 of 4 Page 12 of 15 422,862 36,250 417,304 21,953 348,430 10,766 297,051 13,352 334,487 2,051 261,651 101,131 295,887 23,955 226,793 36.30 257,467 58,339 94,539 26,641 200,247 40.37 136,184 1,683 128,305 444.95 171,532 5,634 188,111 1,777.55 147,768 2,087 89,924 520230 522380 520300 522410 520320 522860 520800 522890 520805 523220 520830 523680 520840 523700 520845 523780 521380 523800 521440 526700 521500 526940 521502 527840 521540 529500 521660 529510 521680 529550 522310 537240 522340 542060 522360 Hazmat Program - Support staff, operating costs, and vehicle replacement Communications / IT Support - Support staff, communications, radio maintenance, computer DEPUTY CHIEF FIRE ENGINE DIV CHIEF SRVDEL MEDIC MONITORS/DEFIBS REPLACEMENT support functions as part of their contracted services. Battalion Chief Support - Pooled BC coverage for Cities/Agencies that do not include BC staffing Defibrillator replacement cycle. Medic Program - Support staff, Training, Certification, Case Review & Reporting, Monitor/ Maint-Fuel Tanks Utitlity - Water Maint-Accident Repairs Training - Education / Tuition Maint-Office Equipment Utitlity - Electricity Maint-Telephone Utitlity - Heating Fuel Maint-Copier Machines Printing / Binding Maint-Kitchen Equipment Rent-Lease Building Maint-Motor Vehicles Locks/Keys Office Supplies Trash Printed Forms Telephone Service Medical-Dental Supplies Household Expense Pharmaceuticals Appliances Licenses And Permits SUPPORT SERVICES (Fire Cost Allocation Plan) cont. *Cost Assumptions: BAT CHIEF VOL DEL CAPT MEDIC FTE CAPT MEDIC ENG BATT DEL ENG/MEDIC ECC STATION Facility Support - Facility maintenance staff with associated operating costs. Emergency Command Center Support - Dispatch services costs Fleet Support - Support staff, automotive costs, vehicle/engine maintenance, fuel costs Maint-Building and Improvement Interfnd Exp-Utilities Station Budgeted Maint-Bulding and Improvement Capital Improvements Remodeling Maint-Extermination and updated with tentative bargaining agreement issued on 8/31/22 FY 23/24 POSITION SALARIES TOP STEP (per assumptions below) - All Salaries based on PRELIM Salary, Pay Differentials, and Operating Expenses Schedule FY 2023-2024 Dated February 25, 2023 EMS SPECIALIST FIRE PREVENTION TECHNICIAN FIRE SAFETY SPECIALIST FIRE SAFETY SUPERVISOR FIRE SYSTEMS INSPECTOR ADMINISTRATIVE SERVICES ASSISTANT FY 23/24 DIRECT BILL ACCOUNT CODES Cellular Phone Maint-Critical Systems Pager Service Maint-Health & Safety Laundry Services Office Equip Non Fixed Assets Household Furnishings - Projected increase of 5% to Safety & Non-Safety Staff and Support Services from previous FY22/23. FF II ECC CALLS FF II/MEDIC FLEET SUPPORT COMM/IT STATION COMM/IT CALLS FACILITY STATION FACILITY FTE HAZMAT STATION COUNTY DEPUTY FIRE MARSHAL OFFICE ASSISTANT III - Benefits and Admin Fee based on Staff Benefit Rate Matrix FY 2023-24 dated January 2023 Preliminary HAZMAT CALLS HAZMAT VEHICLE REPLACEMENT FY23/24 ESTIMATE CITY OF BEAUMONT 2 of 4 Page 13 of 15 CAPTAINS CAPTAIN MEDICS ENGINEERS ENGINEER MEDICS FF II FFII MEDICS TOTALS STA #66 Medic Engine 297,051 1 261,651 1 295,887 1 680,379 3 514,934 2 2,049,902 8 Medic Squad 523,302 2 295,887 1 514,934 2 1,334,123 5 STA #106 Medic Truck 297,051 1 261,651 1 226,793 1 386,200 1.5 1,171,695 4.5 Medic Truck 0*0.5 0*0.5 0*0.5 0*1.5 SUBTOTALS 594,102 1,046,604 591,774 907,173 1,416,067 4,555,720 3 5 2 5 6 19 188,111 188,111 1 171,532 171,532 1 359,642 21 21,953 394,064 17.95 10,766 10,766 1 13,352 2,051 105,265 8 101,131 151,696 1.5 36.30 23,955 218,259 58,339 87,509 1.5 40.37 26,641 242,752 1,777.55 1,683 31,869 1,242,179 36,386 36,250 36,250 1 755,195 19 $6,797,262 1.5 17.5 5,023 0.45 8 **17.95 2.5 1.5 12 DRAFT - 6 MONTHS CITY OF BEAUMONT MAY 2, 2023 FOR FY2023/2024 Add Truck to new sation #106 (3Captains, 3FAE, 3FFII & 3FFII Medic) - County to Fund 3 positions of Medic Truck FIRE SAFETY SUPERVISOR (PCN 00140754)each FIRE SAFETY SPECIALIST (PCN 00006967)each SUPPORT SERVICES ESTIMATE (Fire Cost Allocation Plan) *See notation below for estimate assumptions *County Funded positions SUBTOTAL STAFF per Defib Basis Battalion Chief Support (Schedule D).30 FTE per Station ECC Support (Schedule E)per Call and per Station Administrative/Operational (Schedule A)per assigned Staff ** Volunteer Program (Schedule B)Per Entity Allocation Medic Program (Schedule C)Medic FTE and SUPPORT SERVICES ESTIMATE SUBTOTAL DIRECT CHARGES FIRE ENGINE USE AGREEMENT each engine COOPERATIVE FIRE ENGINE 20 STAFFING SHARE AGREEMENT (PCA 37129) Fleet Support (Schedule F)per Fire Suppression Equip Comm/IT Support (Schedule G)per Call and per Station Hazmat Support (Schedule I)per Call and per Station Fire Stations Assigned Staff Number of Calls Battalion Chief Support Assigned Medic FTE Total Assigned Staff (*Engine 20 Staffing on separate additional Exhibit "A") TOTAL STAFF COUNT TOTAL ESTIMATED CITY BUDGET Finance / Accounting Public Affairs / Education Training Fire Fighting Equip. Data Processing Office Supplies/Equip. Monitors/Defibs Hazmat Stations Number of Hazmat Calls SUPPORT SERVICES (Fire Cost Allocation Plan) Administrative & Operational Services Procurement Personnel Volunteer Program - Support staff, Workers Comp, and Personal Liability Insurance FY23/24 ESTIMATE CITY OF BEAUMONT 3 of 4 Page 14 of 15 422,862 36,250 417,304 21,953 348,430 10,766 297,051 13,352 334,487 2,051 261,651 101,131 295,887 23,955 226,793 36.30 257,467 58,339 94,539 26,641 200,247 40.37 136,184 1,683 128,305 444.95 171,532 5,634 188,111 1,777.55 147,768 2,087 89,924 520230 522380 520300 522410 520320 522860 520800 522890 520805 523220 520830 523680 520840 523700 520845 523780 521380 523800 521440 526700 521500 526940 521502 527840 521540 529500 521660 529510 521680 529550 522310 537240 522340 542060 522360 as part of their contracted services. Fleet Support - Support staff, automotive costs, vehicle/engine maintenance, fuel costs Emergency Command Center Support - Dispatch services costs Communications / IT Support - Support staff, communications, radio maintenance, computer SUPPORT SERVICES (Fire Cost Allocation Plan) cont. Medic Program - Support staff, Training, Certification, Case Review & Reporting, Monitor/ Defibrillator replacement cycle. Battalion Chief Support - Pooled BC coverage for Cities/Agencies that do not include BC staffing FY 23/24 POSITION SALARIES TOP STEP (per assumptions below) DEPUTY CHIEF FIRE ENGINE DIV CHIEF SRVDEL BAT CHIEF VOL DEL support functions Facility Support - Facility maintenance staff with associated operating costs. Hazmat Program - Support staff, operating costs, and vehicle replacement ENG/MEDIC ECC STATION FF II ECC CALLS FF II/MEDIC FLEET SUPPORT CAPT MEDIC FTE CAPT MEDIC MEDIC MONITORS/DEFIBS REPLACEMENT ENG BATT DEL FIRE PREVENTION TECHNICIAN FACILITY FTE FIRE SAFETY SPECIALIST HAZMAT STATION FIRE SAFETY SUPERVISOR HAZMAT CALLS ADMINISTRATIVE SERVICES ASSISTANT COMM/IT STATION COUNTY DEPUTY FIRE MARSHAL COMM/IT CALLS EMS SPECIALIST FACILITY STATION and updated with tentative bargaining agreement issued on 8/31/22 - Benefits and Admin Fee based on Staff Benefit Rate Matrix FY 2023-24 dated January 2023 Preliminary - Projected increase of 5% to Safety & Non-Safety Staff and Support Services from previous FY22/23. FY 23/24 DIRECT BILL ACCOUNT CODES Cellular Phone Maint-Critical Systems FIRE SYSTEMS INSPECTOR HAZMAT VEHICLE REPLACEMENT OFFICE ASSISTANT III *Cost Assumptions: - All Salaries based on PRELIM Salary, Pay Differentials, and Operating Expenses Schedule FY 2023-2024 Dated February 25, 2023 Appliances Licenses And Permits Laundry Services Office Equip Non Fixed Assets Household Furnishings Office Supplies Pager Service Maint-Health & Safety Telephone Service Medical-Dental Supplies Household Expense Pharmaceuticals Maint-Motor Vehicles Locks/Keys Maint-Accident Repairs Training - Education / Tuition Maint-Office Equipment Utitlity - Electricity Trash Printed Forms Maint-Copier Machines Printing / Binding Maint-Kitchen Equipment Rent-Lease Building Station Budgeted Maint-Bulding and Improvement Capital Improvements Remodeling Maint-Extermination Maint-Telephone Utitlity - Heating Fuel Maint-Fuel Tanks Utitlity - Water Maint-Building and Improvement Interfnd Exp-Utilities FY23/24 ESTIMATE CITY OF BEAUMONT 4 of 4 Page 15 of 15