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Home My WebLink About05.06.19 Work Session Packet City ofFamington Mission Statement 430 Third Street Through teamwork and Farmington,MN 55024 cooperation, the City of Farmington provides quality services that preserve our proud past and foster a promising future. AGENDA CITY COUNCIL WORKSHOP May 6, 2019 6:05 PM Farmington Fire Station#2-19695 Municipal Drive 1. CALL TO ORDER 2. APPROVE AGENDA 3. DISCUSSION ITEMS (a) Future Fire Engine Replacements (b) Fire Response Issues and Future Options (c) Fire Stations Study 4. CITY ADMINISTRATOR UPDATE 5. ADJOURN .. Q�AR ►iiiiiii, City of Farmington 430 Third Street oc Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 '7,.A pao, www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Justin Elvestad, Fire Chief SUBJECT: Future Fire Engine Replacements DATE: May 6, 2019 INTRODUCTION Staff would like to discuss the capital improvement plan for the next two engine replacements. DISCUSSION Staff would like to discuss replacing Engine 2 with a Ladder in 2021 and Engine l's replacement in 2026. Engine 2 is a 1993 Luverne that is housed out of Station#2. Engines have a 20 year life cycle under a best case CIP. Engine 1 is a 2001 Pierce that is housed out of Station#1. The city has never had a ladder truck in its fleet. While there has been minimal discussion in the past, this work session will offer a time to educate the city council on the abilities of the this type of equipment and its potential need in Farmington. The estimated costs for the two engines at this point are: 2021 Ladder Truck-$1,100,000 2026 Engine-$1,063,350 The city has not started to save for either of these purchases at this point. BUDGET IMPACT TBD ACTION REQUESTED Items is for discussion only,no action requested. , o�FARIir City of Farmington �� 430 Third Street Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 ,, , www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Justin Elvestad, Fire Chief SUBJECT: Fire Response Issues and Future Options DATE: May 6, 2019 INTRODUCTION National trends in the volunteer or paid-on-call services have changed dramatically over the past few decades. Firefighters are harder to recruit and retain, and this trend is no different in Farmington. Many firefighters work outside the city during daytime hours. Firefighters also have to balance family, work and fire department life. This makes it difficult to ensure minimum levels of staffing. DISCUSSION Staff would like to discuss fulltime firefighters during daytime hours and duty crew firefighters outside of daytime hours to help supplement the response times and ease the burden of paid-on-call staff. Today, fires burn four times faster, a smaller engine crew being staffed and responding quickly can make a big difference in saving lives and property. Staff would like to discuss a trial duty crew period in 2019 during large scale events. BUDGET IMPACT Duty crew trial period would cost approximately$7,552.00 on a trial basis for three events in 2019. ACTION REQUESTED Items is for discussion only, no action requested. ATTACHMENTS: Type Description D Backup Material Duty Crew Letter FARMINGTON FIRE-RESCUE � , 010N FIRER coo ' kRH/ Serving those in need i� 'J► Justin R. Elvestad It Fire Chief WEST. (041 430 Third Street '4>.A,Ro• 787 Farmington, MN 55024 MINNESOTA 651-280-6941 March 29, 2019 Mr. David McKnight City Administrator 430 Third Street Farmington, MN 55024 RE: 2019 Duty Crew Trial Program Dear Mr. McKnight, I would like to staff a duty crew at three community events throughout the 2019 year. These events include, Dew Days,the Dakota County Fair, and Ramble Jam. During these events the city sees an increase of people visiting our community;they may also cause an increase for fire, EMS and police services. Having a crew staffed at the fire station allows us to respond quickly to any emergencies that may happen; a duty crew may also be relieving police response at medical emergencies. The total event hours have been identified as follows: Dew Days 25 hours Dakota County Fair 75 hours Ramble Jam 18 hours Total for all events 118 hours My recommendation would be to staff a full engine company of four personnel with a minimum of three personnel if full staffing isn't available. The engine company would not be dedicated to the events and would respond to all emergencies throughout the city during these shifts. The duty crew would also work on small projects in the station, spend time training, and stop by the events for public relations activities. I have estimated the total personnel cost at$7,552.00. A duty crew during these events will give us an idea of how this program could work in the future and benefit the city. I would be happy to answer any questions you might have about this trial program. Sincerely, Justin R. Elvestad Fire Chief °0i'iii)�► City of�ThirFarmingtonm Street icy' o Farmington, Minnesota 651.280.6800 -Fax 651.280.6899 �t►t,.,pool www.ci.farmington.mn.us TO: Mayor, Councilmembers and City Administrator FROM: Justin Elvestad, Fire Chief SUBJECT: Fire Stations Study DATE: May 6, 2019 INTRODUCTION Staff would like to perform a full scale study of the current and future use and placement of the fire stations. DISCUSSION Staff has worked with BKV Group to provide a proposal for full scale study of operational assessment of the current stations, fire station location analysis based off response times and staffing trends, space programming to identify the current and future space needs, concept planning with future fire station locations and current station upgrades, cost estimates to begin budgeting for future needs, implementation schedule, and financial planning. The full proposal is attached and staff will discuss any questions BUDGET IMPACT The full cost of the study is $14,000 and a not-to-exceed reimbursable allowance of$500. ACTION REQUESTED Items is for discussion only, no action requested. ATTACHMENTS: Type Description 0 Backup Material BKV Proposal BKV GROUP ARCHITECTURE INTERIOR DESIGN LANDSCAPE ARCHITECTURE ENGINEERING Justin Elvestad, Fire Chief Farmington Fire Department 430 3rd Street Farmington,MN 55024 Emailed to:Jelvestad@tarmingtommn.gov February 19, 2018 Re: Proposal for Professional Services for the Farmington Fire Station Study Dear Chief Elvestad, On behalf of the BKV Group team, thank you for considering our proposal to assist you, the department, and the City with your study. BKV Group is a Minnesota-based full-service firm that provides architectural, engineering,interior design, landscape architecture,and planning services. Over the past 40 years,we have grown to a staff of-180 people. Fire station projects and studies have been a focus of BKV Group since we started. Our team at BKV Group is very experienced in doing studies.We have completed over 100 fire station studies and projects. Our approach is very collaborative-we will work closely with you, your crew and the City to assure that all pertinent information is discussed and evaluated. I have been working with government clients throughout my 30-year career. Our lead fire station expert, Craig Carter, has written articles and lectured nationally on fire station planning issues. As we discussed when we met,we recently added retired Fire Chief Greg Martin to the BKV team. Greg brings insight and operational understanding from his long career as a firefighter, training chief, operations chief and Fire Chief. He is also currently serving as a MN Fire Initiative instructor and will pay particular attention to design and operational issues revolving around firefighter health and safety. We tailor our study process and data specifically for each client's needs.The following steps are based on our discussions and are intended to help you and the City understand your planning options. Our proposal will be to assess your two existing stations and analyze the possibility of an alternate station location based on city growth and response time. A. Operational Assessment-To supplement the Facility Study done in 2017, BKV Group's team of architects and public safety experts will tour the existing stations to conduct a full functionality review, looking for NFPA compliance issues, response times,workflow support, etc.We will provide a narrative of our findings,supported with photographs, to communicate clearly the issues with your current stations.We realize that your most important asset is your firefighters. The high nationwide incidence of cancer, heart disease,sleep deprivation, depression, and other serious health concerns can be directly affected, positively or negatively, by the physical space of the fire station.To highlight these issues,we will separate the Health and Safety concerns we note in our walkthroughs to a dedicated section of the report. As we evaluate operations we will 40>a"7. 222 N 2nd Street,Suite 101 I Minneapolis,MN 55401 I 612.339.3752 I www.bkvgroup.com 9 a BKV GROUP ARCHITECTURE INTERIOR DESIGN LANDSCAPE ARCHITECTURE ENGINEERING make sure to understand and incorporate implications of any changes to your future service delivery model. B. Fire Station Location Analysis-BKV Group will use sophisticated GIS software to evaluate response times throughout your service area based on call volume, population and anticipated growth, current street networks, and expected future development.We will look at your current station locations and we will evaluate and provide recommendations on potential future locations. Based on fire department staff trends both nationally and in Minnesota we will evaluate the location and response time profiles based on your current volunteer firefighter service delivery model as well as a response time analysis based on a transition to a paid-on-call or limited career model. C. Space Programming-After looking at your existing spaces, operational flows, apparatus sizes, etc. BKV Group will prepare a space program that identifies fire department space requirements to provide proper operational areas.This will note any discrepancies between your needs and your current areas.We will document any changes necessary to accommodate a change to your service delivery model.This process starts with meetings to obtain and review specifics about your department. We prepare draft space programs for two-station and three-station scenarios and again review and confirm the data with you and your department.We validate the information by comparing overall sizes against other Minnesota fire departments of similar size.This then reassures the City Council, senior leadership and community that the areas being proposed are appropriate. D. Concept Planning-After understanding the station conditions, locations, and space needs, BKV Group will use this information to look at options to address current and long- range planning. In many cases this might involve remodeling or minor expansions of existing facilities. In cases where the buildings are in poor condition or not located in the ideal spot we may look at a new site for a replacement facility.We will brainstorm the options to be studied with your team to ensure that they are appropriate for the community and your service delivery model, then we will provide concept plans that show graphically how a building might be configured based on the sites identified and the projected space requirements. Our initial expectations of master planning options are as follows: • Two stations in existing locations,including addition/remodeling concepts to rectify current deficiencies and allow changes to service delivery model. • Two stations, one of which is remodeled and one of which is new in a new location to optimize response times. • Three stations,including two remodeled existing stations and one new location to improve response times. E. Cost Estimates-BKV Group will develop cost estimates for each option studied. Given our extensive background in the field,we base our cost estimates on factors that include historical and comparable data, timing of the project which can affect cost, anticipated 4$�ear' 222 N 2nd Street,Suite 101 I Minneapolis,MN 55401 I 612.339.3752 I www.bkvgroup.com Cl 'L,09 A BKV GROUP ARCHITECTURE INTERIOR DESIGN LANDSCAPE ARCHITECTURE ENGINEERING construction costs and address soft costs. We also discuss possible construction materials and project cost implications. F. Implementation Schedule-BKV Group will develop a schedule that shows milestone and timelines for task associated with a project.This helps you and the City in understanding and evaluating how that timing plays into the City's overall CIP and long-range planning. We also use these time frames to estimate construction cost based on the year that the work might occur. G. Financial Planning-One of the major concerns voiced by any council and community is ultimately what the project will cost and how to pay for it. Utilizing our cost estimates and schedule, BKV Group will work with the City's bond council to develop projections of possible funding options and tax impact analysis.This, along with the complete report, provides you and the City with a comprehensive picture of the options and possible cost. The data developed from these steps is reviewed with the you, your staff and city leadership in draft form prior to finalizing the results of our study. This is critical to ensure that questions are answered, and all options are being explored. As I noted earlier,we use a very collaborative process that involves designated staff throughout the process. We anticipate four meetings with the fire planning committee and at least two presentations to the City Council. Upon approval and notification from the City we will prepare a detailed schedule identifying meeting dates to review and coordinate with you.Typically,a study of this scope will take 4 to 5 months to complete. Our proposed fee for the work as stated is$14,000. In addition,we would anticipate a not-to- exceed reimbursable allowance of$500 for industry standard expenses like mileage and printing. We will invoice our expenses at direct cost incurred with no mark ups. We are confident that our team's experience in these areas will be an asset in assisting the City through this process. If this proposal is acceptable, please sign and date on the space below and return a copy to me. Signature Print Name Date 40L?W 222 N 2nd Street,Suite 101 I Minneapolis,MN 55401 I 612.339.3752 I www.bkvgroup.com BKV GROUP ARCHITECTURE INTERIOR DESIGN LANDSCAPE ARCHITECTURE ENGINEERING We look forward to working with you and the City, I can be reached at 612-790-7605,or email: bschwartzman@bkvgroup.com Sincerely, BKV Group, Inc. ,,r Bruce Schwartzman, AIA Partner 4Q; d r 222 N 2nd Street,Suite 101 I Minneapolis,MN 55401 I 612.339.3752 I www.bkvgroup.com �9 -2S