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HomeMy WebLinkAbout2016 16_CIP adding Fire Station No. 4_2016.09.20CITY OF OWASSO, OKLAHOMA RESOLUTION 2016 -16 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF OWASSO, OKLAHOMA, AMENDING THE PRIORITY DETERMINATION OF CAPITAL IMPROVEMENT PROJECTS ELIGIBLE FOR FUNDING FROM THE CAPITAL IMPROVEMENTS FUND. WHEREAS, on the 141h day of October, 2003, the citizens of the City of Owasso, Oklahoma, approved Ordinance 763, providing for the extension of the third penny sales tax and further, restricting the use of said sales tax generated by such third penny extension to capital projects reviewed by the Capital Improvements Committee and approved by the City Council by resolution; and, WHEREAS, the City Council by previous Resolutions designated the following Capital Improvement projects as eligible for funding from the Capital Improvement Fund: • E 86 St N Widening Project (Main to Memorial) • E 106 St N and N Garnett Road Intersection Improvements • East and West Service Roads (E 66 St N to E 126 St N) • E 76 St N Widening Project (Hwy 169 to N 129 E Avenue) • Sports park • Vehicle Maintenance Facility • Main Police Station /City Hall • E 96 St N & N 129 E Ave Infrastructure Improvements • Annual Street Rehabilitation Program • Garnett Road Widening Project (E 96 St N to E 106 St N) • Elm Creek Park Improvements • Transportation Master Plan • E 116 St N and N 129 E Ave Intersection Improvements • Intersection Traffic Signal Improvements Highway 20 and N 140 E Ave • Replacement Fire Engine • Radio System Upgrade • Garnett Road Widening (E 106 St N to E 116 St N) • E 106 St N and N 145 E Ave Intersection Improvements • E 96 St N and N 145 E Ave Intersection Improvements • Brookfield Crossing Subdivision Stormwater Improvements • Central Park /Lakeridge Subdivision Stormwater Improvements • South Sports Park Regional Detention Pond Project • Elm Creek Tributary 5A and Rayola Park Stormwater Improvements • E 76 St N and Main Street Intersection Improvements • Garrett Creek /Morrow Place Sewer Assessment Area Sanitary Sewer Improvements WHEREAS, the City Council, after receiving a recommendation from the Capital Improvements Committee and properly notifying the public as required by Resolution 2003 -14, held a Public Hearing on Tuesday, September 6, 2016, to consider projects to be included on the Capital Projects list. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OWASSO, OKLAHOMA, that, to -wit: The Capital Improvement Projects list heretofore designated as priority be amended by providing that the following be included as capital projects for funding from the Capital Improvements Fund: Fire Station Number 4 with Administration and Training Center A ON \1 C c Sherry Bishd46, City Clerk APPROVED AS TO FORM: Ju Lombardi, City Attorney DATED thi 201h day of Septem er, 2016. 1141yor L ndell Dunn The City Wit out Limits. TO: The Honorable Mayor and City Council City of Owasso FROM: Teresa Willson Information Technology Director SUBJECT: Capital Improvements Project Determination Resolution 2016 -16 DATE: September 16, 2016 EXECUTIVE SUMMARY: �IAAF fey SFP ? "C14 EXECUTIVE © 2Q16 Staff is presenting a resolution regarding an amendment to the Capital Improvement project list to include Fire Station Number 4 with Administration and Training Center. This is the final step in the process to request adding a project to the list of projects eligible for funding through the Capital Improvement Fund. BACKGROUND: In 1983, the citizens of Owasso passed a one cent sales tax increase. In 1988, the voters restricted the use of that sales tax to fund capital projects, often referred to as the third penny of sales tax. Revenue from this sales tax has been used to fund a variety of capital projects, changing with the needs resulting from the growth of Owasso. The third penny sales tax has been instrumental in providing the funds necessary to develop or update much of the City's infrastructure. In addition to infrastructure, other capital improvement needs have been addressed, such as facility improvements, and large scale equipment upgrades. In 2003, the third penny was made permanent by a vote of the citizens of Owasso, and continues to be the major source of funding to provide for the City's capital needs. Adopted by the City Council in September 2003, Resolution 2003 -14 defines the process to amend the Priority Determination of projects eligible to receive funding from the Capital Improvements Fund, also known as the permanent third -penny sales tax. Simply stated, this process amends the current list of Capital Improvement projects. The Capital Improvements Committee conducted a public meeting on August 11, 2016, and voted unanimously to recommend Fire Station Number 4 with Administration and Training Center be added to the list of projects eligible for funding by the third -penny sales tax. In accordance with Resolution 2003 -14, the City Council conducted a public hearing on this matter, September 6, 2016. FIRE STATION NUMBER 4 PROJECT INFORMATION The City recently purchased 10 acres of land on E 116th St N in anticipation of building Fire Station No. 4 at that location. The addition of this fire station is expected to improve the department's ability to deliver timely fire protection and ambulance services for residents of Owasso, and the northern service area of the Fire Department. Fire Administration offices allow all Fire administrative offices to be located at one facility, which is not currently the case. This portion of the project would also include a Police department sub- station, large training, and Fire department command /coordination center to be utilized for significant emergency events. The Training Center provides multipurpose facilities to be used in the training of firefighters, providing a variety of scenarios. It also serves as facilities that can be utilized in Police and Public Works training. The City Council conducted a public hearing on September 6, 2016, in accordance with Resolution 2003 -14, to receive and consider citizen input relevant to the recommendation made by the Capital Improvements Committee. Any action taken by the City Council to amend the current list of projects must be made by adopting a resolution. CURRENT PROJECT PRIORITIES: Adopted July 5, 2016, Resolution 2016 -10 designated the following list of projects as eligible for funding from the Capital Improvements Fund: • E 86 St N Widening Project (Main to Memorial) • E 106 St N and N Garnett Road Intersection Improvements • East and West Service Roads (E 66 St N to E 126 St N) • E 76 St N Widening Project (Hwy 169 to N 129 E Avenue) • Sports park • Vehicle Maintenance Facility • Main Police Station /City Hall • E 96 St N & N 129 E Ave Infrastructure Improvements • Annual Street Rehabilitation Program • Garnett Road Widening Project (E 96 St N to E 106 St N) • Elm Creek Park Improvements • Transportation Master Plan • E 116 St N and N 129 E Ave Intersection Improvements • Intersection Traffic Signal Improvements Highway 20 and N 140 E Ave • Replacement Fire Engine • Radio System Upgrade • Garnett Road Widening (E 106 St N to E 116 St N) • E 106 St N and N 145 E Ave Intersection Improvements • E 96 St N and N 145 E Ave Intersection Improvements • Brookfield Crossing Subdivision Stormwater Improvements • Central Park /Lakeridge Subdivision Stormwater Improvements • South Sports Park Regional Detention Pond Project • Elm Creek Tributary 5A and Rayola Park Stormwater Improvements • E 76 St N and Main Street Intersection Improvements • Garrett Creek /Morrow Place Sewer Assessment Area Sanitary Sewer Improvements RECOMMENDATION: Staff recommends adoption of Resolution 2016 -16 amending the Capital Improvement Project list to include Fire Station Number 4 with Administration and Training Center ATTACHMENTS: Resolution 2016 -16 Memoranda dated August 5, 2016, to Owasso Capital Improvement Committee OCity Wit out Limits. TO: Capital Improvements Committee City of Owasso FROM: Christopher A. Garrett Fire Chief SUBJECT: Fire Station No. 4 DATE: August 5, 2016 BACKGROUND: In 2013, fire department staff conducted an assessment of response capability to determine the need for, and priorities of, future growth. That assessment identified several areas of the fire and ambulance response district where a timely response to emergency incidents was unachievable based on the physical locations of the city's three fire stations. Of those identified areas, the northernmost area presented the greatest concern due to its current population and call history, as well as the planned and anticipated commercial and residential development along the district served by E. 116 Street North, Garnett Road, N. 129 East Avenue, and Highway 169. With the passage of the half -penny sales tax in January 2015, fire department staff moved forward with identifying a suitable tract of land to purchase, knowing that purchasing the land and the ancillary costs associated with that purchase would be the first step in providing more effective fire and ambulance services in the north and northwest areas of the fire department's response district. Of the tracts of land available in that area, staff identified a 10 -acre tract of land at 11933 E. 116 Street North that was well - positioned for Fire Station No. 4, and was large enough to support a training facility and an administrative building. In March 2015, City Council approved the purchase of the 10 -acre property from Danny and Barbara Eberle for $500,000.00. In April 2015, the city completed the purchase of the property. INITIAL PROJECT DESIGN: From December 2015, through March 2016, a review team of six individuals conducted a thorough evaluation of the eight architectural and design firms who submitted their qualifications for consideration. The architectural and design firm, Williams Spurgeon Kuhl and Freshnock (WSKF) of Kansas City, Missouri was chosen by all six team members. They (WSKF) have done extensive work in the design of fire stations, administrative offices, and fire training centers. The review team believed that WSKF's project approach and design processes (including checks and balances), as well as their team of expert consultants would assure the city a finished product that met all of its current and future needs. In particular, WSKF was working with Abercrombie Planning and Design of Fort Worth, Texas to bring additional fire station and training center design expertise to this project. On March 15, 2016, City Council approved the contract with Williams Spurgeon Kuhl and Freshnock Architects, Inc. (WSKF) of Kansas City, Missouri for architectural design and engineering services for the Fire Station No. 4 Master Plan in the amount of $223,970. Regarding the scope of design, both parties agreed that a master plan of the complete project design was necessary, regardless of whether or not the construction of the fire station, training center, and administrative building were sequenced or concurrent. Specifics of the master plan were to include: Fire Station No. 4: • Living quarters and operational areas for up to eight personnel. • Living quarters for Shift Commander. • Additional apparatus bay space for quartering reserve apparatus. Training Center: • Multi- purpose facility designed to provide realistic training involving live fire, hazardous material incidents, and technical rescues. • Props suited for law enforcement training (excluding live weapons). • Area for the Public Works Department to use for hands -on training using heavy equipment. Fire Administration: • Office quarters for all current and future administrative positions in one location to enhance coordination and communication among the administrative staff. • Police department sub - station to better serve the northern area of the city. • Large training room to be used by fire, police, and public works personnel to support outside activities on the training center grounds, as well as by the community for meetings. • Fire department command /coordination center during significant emergency events. FINAL PROJECT DESIGN: The completed Master Plan took into account the fire department's need to address current and future needs in all three components, maximize efficiency of space, use of the training facilities by other city departments and the community (where appropriate), and current and anticipated fire hazards within the community. Additionally, the facilities had to: be "50 -year solutions "; utilize low maintenance construction elements; incorporate environmentally - friendly options wherever possible; and present a professional image for the city. Fire department staff and WSKF worked collaboratively throughout the planning and designing process. Using several methods of inquiry, the project team produced a list of needs relative to the fire department's current and future administrative and field operations. Included was the community risk assessment that involved every firefighter in operations. This assessment allowed WSKF and Abercrombie Planning and Design to develop the Master Plan for the training center that concentrated on the type of incidents that our firefighters will likely face, even as the city grows. The final design included a single 20,689 square foot building that quartered the operations staff for Fire Station No. 4, the shift commander, all of fire administration staff (including the Fire Marshal's Office), and police operations personnel responsible for the northern sections of the city. (See Table l.) Additionally, the final design included the training center, consisting of four training buildings, a maintenance /storage /training building, an outdoor classroom, and a salt and sand storage facility for the Public Works Department. (See Table 2.) Table 1- Fire Station Nn_ 4 Cmmnnnank Living Quarters Apparatus Bays Fire Administration Police Satellite Office 5,515 Square Feet 6,697 Square Feet 7,826 Square Feet 652 Square Feet Seven (7) Three (3) Drive Lobby /Reception Office (3 -4 Work Individual Through Apparatus Area Stations) Bunkrooms Bays One (1) Captain's One (1) Small Bay Eleven (11) Briefing Office /Bunkroom for Shift Administrative Offices Room /Interview Commander's Room Vehicle One (1) Shift Large Gear Storage One (1) Large Restroom Commander's Room (Doubles as Conference Room Bunkroom Tornado Shelter) Kitchen Various Storage and Two (2) Small Storage Room Designated Work Conference Rooms Areas Dining Room Watch Desk /Radio Training Room (46 Room Person)/ Emergency Coordination Room Dayroom Workroom Fitness Room Breakroom Public Restroom Two aspects of the final design were notably different from the expectations communicated to the design team at the start of the project. The first difference is the lack of a fourth drive - through apparatus bay, which was planned for quartering reserve apparatus. The design team proposed a maintenance /storage /training building as part of the training center, but located immediately behind the fire station. Along with housing the reserve apparatus and storing the department's operational and maintenance equipment and supplies, the building's bay space would contain multiple props for hazardous materials training. The second difference is the incorporation of the training room into the administrative space. This project component was originally considered as a stand -alone building as part of the training complex; however, this design maintains the community's ability to use the training room, without compromising the security of the administrative offices or interfering with administrative operations. Table 2: Trainina Center Comoonents Maintenance /Storage Apartment /Hotel/ Residential Training Outdoor Building Commercial Buildings Classroom Training Building 6,000 Square Feet 8,782 Square Feet 1 -Story/ 1,200 Square Covered Foot Residential Training Area Mock -up Two Apparatus Bays for Apartment Mock- 1' /z -Story/ 1,800 Bench Reserve Apparatus ups Square Foot Seating Residential Mock -up Bulk Storage Are for Commercial 2 -Story / 2,500 Square Operational and Facility Occupancy Mock- Foot Residential Maintenance Supplies ups Mock -up SCBA Compressor for Hotel Room Mock- Class A and Natural Refilling Air Cylinders ups Gas -Fired Burn Props 02 Refilling System Natural Gas -Fired Oil /Water Separation Burn Props Turnout Gear Extractor Multiple Rappelling Points Hazardous Materials Two Stairwells Training Props Restrooms for Training Sprinkler /Standpipe Center Props PROBABLE COST: The design team at WSKF has produced a "Statement of Probable Cost" that takes into account the project details as they are currently designed. Table 3 (see below) shows the costs associated with each project component; however, WSKF has advised us that some of the costs associated with construction, site development (civil engineering), and landscaping are shared costs that will have to be recalculated if the scope of the project is limited to only one or two components. Additionally, some of the site development costs may be a part of the E. 116 Street North widening project; thus, there may be some cost savings (to one project or the other) in this area. The cost of the fire apparatus and ambulance for the fire station, as well as the fire and EMS equipment to stock the apparatus are not project costs identified in WSKF's Statement of Probable Cost. These costs have been added to WSKF's cost estimates (Table 3) to more accurately communicate the total cost of the project (excluding staffing). Table 3: Statement of Prnhnhla Cnet MUM. Inr:,,.at..,, e.........F.... ic....:..........a n.._s_ Project Component SQ. FT. Unit $ Subtotal Fee 6% P&P Bonds 1.5% Contingency 15% Total Fire Station No. 4 12,210 225 $2,747,700 $164,862 $43,688 $443,438 3,399,688 Fire Station No. 4 FFE 1140,000 $140,000 Fire Administration 8,478 200 $1,695,600 $101,736 $26,960 $273,644 $2,097,940 Fire Administration FFE 1190,000 190,000 Training Center $4,435,647 $266,139 $70,527 $715,847 $5,488,160 Site Development 13,041,630 $182,498 148,362 $490,873 $3,763,363 Landscaping 281,765 $16,906 $4,480 $45,473 $348,624 -Apparatus $1,500,000 $1,500,000 Equipment 250,000 250,000 Total $14,282,342 1 $732,141 $194,017 $1,969,275 1 $17,177,775 PROJECT SCOPE AND TIMELINE: There are five options regarding the project scope: (1) delay construction on the entire project; (2) construct the fire station in 2017, and delay construction on the training center and fire administration; (3) construct the fire station and the training center in 2017, and delay construction on fire administration; (4) construct the fire station and fire administration in 2017, and delay construction on the training center; or (5) construct all components in 2017. The benefits of each component, whether considered independently or collectively, are experienced by the fire department staff, police department staff, public works staff, as well as the community they serve, primarily through operational efficiency or effectiveness. However, the decision about the project scope must take into account the clear fiscal challenges affixed to each of the five options. Options 1, 2, 3, and 4 contain construction delays that will ultimately result in increased construction costs, if and when the unbuilt component(s) are constructed. Representatives from WSKF advised city staff that it is preferable to award a construction contract in the first quarter of the year. This time frame yields lower construction costs, and provides the selected construction firm time to mobilize during challenging transitional weather patterns. As such, WSKF recommends determining the project scope by September, to allow their design team adequate time to develop construction documents and prepare the bid specifications prior to the end of the calendar year. RECOMMENDATION: Staff recommends approval to submit a recommendation to the Owasso City Council to place the construction of Fire Station No. 4 on the list of projects eligible to receive Capital Improvement funding.