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HomeMy WebLinkAbout2006-039 Emergency Response Equipment; Budget Amendment and Appropriations ORDINANCE NO 2006- 39 AN ORDINANCE amending the 2006 budget for the City of Yakima; and making an appropriation within the 333 - Law and Justice Capital Fund and other various funds for expenditure during 2006 to provide for various emergency response equipment. WHEREAS, the City of Yakima is the recipient of Homeland Security Grants, thereby resulting in the need to make appropriations in the 333 -Law and Justice Capital Fund and other various funds during 2006 in various amounts as detailed in the attached Schedule I to provide for various emergency response equipment, and WHEREAS, at the time of the adoption of the 2006 budget it could not reasonably have been foreseen that the appropriation provided for by this ordinance would be required; and the City Council declares that an emergency exists of the type contemplated by RCW 35 33 091 and that it is in the best interests of the City to make the appropriation herein provided, now, therefore, BE IT ORDAINED BY THE CITY OF YAKIMA. Section 1. Appropriations are hereby made, for expenditure during 2006, from Unappropriated Fund Balances in the 333 -Law and Justice Capital Fund and other various funds to the various accounts and in the various amounts, to provide for various emergency response equipment all as specified in the Schedule attached hereto and incorporated herein. Section 2. This ordinance is one making an appropriation and shall take effect immediately upon its passage, approval and publication as provided by law and by the City Charter PASSED BY THE CITY COUNCIL, signed a pproved . is 15th day of August , 2006 DAVID EDLER, MAYOR ATT ST ILh a-,... 2 /L. -d.c, , CITY CLERK First Reading 8 - - 2006 Publication Date 8 - 18 - 2006 Effective Date. 8 -18 -2006 Cepperson 7/27/2006 APPROP ORDINANCE PAGE 1 SCHEDULE I Law & Justice Capital Fund RESOURCES: Homeland Security Grant Program 333 -333 -103- 0000 - 33397 -067 $182,870 00 State Domestic Preparedness Equipment Support Program 333 - 333 -111- 0000 - 33397 -004 $94,709 00 TOTAL RESOURCES $277,579 00 APPROPRIATIONS Operating Transfer for Emergency Response Vehicle 333 - 333 - 103 - 0000 - 59721 -550 $253,843 00 Small Tools & Equipment (mobile radios) 333 - 333 - 111 - 0000 - 52120 -350 $24,709 00 Professional Services (fiber optic installation) 333 - 333 - 518 -0000- 52121 -410 $70,000 00 TOTAL APPROPRIATIONS $348,552.00 Equipment Rental RESOURCES Operating Transfer for Emergency Response Vehicle 551- 552 - 636 -ER06- 39721 -550 $253,843.00 APPROPRIATIONS Emergency Response Vehicle 551 - 552 - 636 -ER06 -59448 -645 $253,843 00 err) 7/27/2006 3:04 PM appro misc parks police cap City of Yakima 200 S. 3r street %, Police Department Yakima, Washington 98901 ` C fT 1- Samuel Granato, Chief of Police Telephone (509) 575 -6200 Fax (509) 575 -6007 4 Memorandum July 25, 2006 TO, Yakima City Council and City Manager Dick Zais FROM: Lt. S. Finch SUBJECT. Emergency Response Vehicle Historical Background Since 1977, the Yakima Police Department has had a group of officers that responded to and resolved high -risk situations. These officers received specialized training and had specialized equipment that enabled them to resolve situations that most officers were not trained or equipped for Originally, the team had ten tactical team members and seven negotiators, and was called the Emergency Response Team. The reason for forming a team such as this was because members of the department and community realized the need for a group of officers that were highly motivated, and trained as a team to resolve high -risk situations. Much of the funding for training and equipment came from the team members themselves. Eventually, the team began receiving an annual budget of $3,000 00 for training and equipment, which remains at that amount today From its inception until 1991, the team did not have a dedicated response vehicle When responding to call -outs, the team members used whatever department vehicles were available at that time. I was selected to be a member of the team in 1986, and can recall many times when team members would pile into the back of the department pick -up to respond to calls. The pick -up did not have any emergency equipment such as lights and siren, so the response was with the flow of traffic. In 1991, the team was able to obtain a used bread truck, a twenty -foot Grumman step -van. The van was a 1990 model that had 11,000 miles on it. It was an empty van, other than the driver's seat. Team members dedicated their own time, carpentry and welding skills, and a lot of their own funds to remodel the interior Storage cabinets, lockers and secure areas for weapons were built, as well as seating. This is the same vehicle the team utilizes today I was appointed as the team commander in 1997, and we have been discussing trying to obtain a new vehicle for the majority of that time. In 2002, I began actively looking at other response vehicles trying to determine the type of vehicle we would need, the size, the related equipment, and of course, the cost. 1 Funding for a new response vehicle After 9 -11 -2001, the Department of Homeland Security was formed. A part of that department's mission was to offer grant money to local emergency responders, to enhance their ability to respond to terrorist activity Through the Department of Homeland Security's Office for Domestic Preparedness, a grant called the Law Enforcement Terrorism Prevention Program was offered. Funding from this grant had to be used in any of five categones. (1) planning; (2) equipment acquisitions, (3) training; (4) exercise, (5) management and administrative. Under equipment, there were 18 categories that were authorized under this grant. Included in the list of 18 was "CBRNE (Chemical, Biological, Radiological, Nuclear, Explosive) Incident Response Vehicles" In 2004, I submitted a grant application requesting funding for a new response vehicle. The application was for fiscal year 2005 grant money At that time, I had obtained a cost for the type of response vehicle we needed, and that was the amount requested in the grant application. That amount was $190,000 00 The request was approved at the local level, and then submitted to the state Department of Emergency Management. In December of 2005, we received an "Equipment Budget Detail Worksheet" from the state Department of Emergency Management. This was in essence, the approval of our request. We were not able to begin any type of ordering however, until we actually received a contract. In February of 2006, we received a contract from the Washington State Patrol, stating that the request had been approved, and the equipment could be ordered. The maximum amount of the agreement, or contract, is $182,870 00 The period of performance of the agreement was from July 1, 2005, until February 28, 2007, meaning the grant money must be expended, and the equipment taken delivery of, prior to that date The grant contract/agreement states that the City will be required to pay the full amount for the response vehicle, and will then be reimbursed the amount of the grant. Technical specifications and finding' a manufacturer Since applying for the grant, and even more intently since February of 2006, I have been corresponding with numerous truck chassis manufacturers and dealers, and companies that build the module that goes on the chassis. This process became very time consuming and detailed, as we had to list all of the equipment we have, and then determine where it would be stored on the new vehicle. I also had to discuss and evaluate every detail of not only the chassis, such as if we wanted cloth or vinyl seats, but the module itself, such as how many storage areas, how large, etc Once we determined the type of chassis we were going to request, International, I learned that International chassis' were on the state contract. I spoke with the liaison from International, and he reviewed the type of chassis we were requesting. He determined that the chassis on the state contract would not work due to too many variances. One of those being that the engine we were requesting was not available on the state contract. 2 When all of the details about the chassis and module were decided upon, we obtained the technical specifications and drawings of the proposed response vehicle. On May 25, 2006, I submitted the specifications and drawings to Sue Ownby in purchasing, so the vehicle could be put out for bid. Sue completed the invitation for bid, and on June 30, 2006, the invitation for bid was sent out to various truck vendors. The invitation had a bid due deadline of July 17, 2006 We received only one bid, and that was from Braun Northwest, a company in Chehalis, Washington. Their bid on the response vehicle is $235,040 00 After taxes, the total cost of the vehicle is $253,840 00 Again, our grant award in $182,870 00, so there is a difference of $70,970 00 The bid we received from Braun Northwest also contains a provision that the bid must be awarded by July 31, 2006 The reason for this bid award deadline is due to the February 28, 2007 grant deadline. They must be awarded the bid by July 31, to allow them enough time to build the response vehicle and us take delivery of it by February 28, 2007 There is an additional reason that time is of the essence in awarding this bid. That is because in model year 2007, the cost of truck chassis' will increase by $8,000 00 to $10,000 00 This increase is due to more restrictive federal emission standards that will take effect. Braun Northwest has said that if the order is not placed soon, we will not be able to obtain a 2006 model, which means our cost will be increased, and the February 28, 2007 grant money deadline will be in jeopardy The necessity of a new response vehicle As stated above, the vehicle we now use is 16 years old, and we have had it for 15 years. The suspension and springs were not built to handle the amount of weight that we have to put in the van, and in 1993 we had to replace the leaf springs. The vehicle is almost to its weight capacity with just equipment on board, before being loaded with team members. This situation has created a concern for safety when cornering, as the vehicle leans severely We have limited the number of personnel that ride in the van when en route to call -outs, due to the weight factor That necessitates that we use more vehicles to get everyone on scene. We have also outgrown the current vehicle, as with the addition of three Yakima County Sheriff's Office deputies on the team, we now have 23 tactical team members. What was also not designed for the amount of weight on board the van is the engine. For the past 5 or 6 years we have gone to Ellensburg to assist them with an annual event held by college students. While ascending some of the hills between Yakima and Ellensburg, the van routinely gets passed by loaded semi - trucks. It is not uncommon for us to not use lights and siren while en route to call -outs, because the attainable speed is below the regular speed limit. The new response vehicle will allow us to transport personnel and equipment. It will allow us to respond to call -outs more safely, and in a timely manner The new vehicle will have a life expectancy of 15 -20 years, and in the event the module becomes worn-out or obsolete, it can be removed and a new one installed on the same chassis. 3 The new response vehicle will be used to transport personnel and equipment, and will then be used as a mobile command unit when on scene. The vehicle will be equipped with hazardous materials protective suits for department personnel, in the event that a response involving chemical or biological toxins becomes necessary It will also be equipped with an air filtration system, to filter out chemical or biological airborne toxins. It will contain CBRNE equipment for detecting airborne chemicals and chemical weapons, and for detecting biological weapons such as Anthrax or Ricin. This vehicle will be available to respond to incidents such as hostage situations, barricaded subjects, and other SWAT related emergencies, not only in the City of Yakima, but also in surrounding cities and counties. It will also be available to respond to CBRNE events in the City of Yakima and also in surrounding communities. Conclusion In my research when looking into obtaining a new response vehicle, I spoke to numerous other police agencies and vehicle manufacturers. As a comparison, to show that the cost of the vehicle as bid by Braun Northwest is not excessive, one police agency I spoke to is spending over $400,000 00 on their vehicle, and in April of this year a different vendor quoted me $273,880 00 on a response vehicle similar to the one we put out for bid. I am aware that other agencies in Washington attempted to obtain grant money for a response vehicle, and were unsuccessful. The process is not an easy one, and is very competitive. Initially, I had hoped that the amount of grant money we received would be enough to purchase the new response vehicle. However, obtaining a $235,000 vehicle for $70,970 00 is an opportunity that should be taken advantage of. 4 BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT * 24 Item No For Meeting of 8/0 ITEM TITLE. An Ordinance Amending the 2006 Budget in the Law and Justice Capital Fund to purchase Emergency Response Equipment SUBMITTED BY Chief Sam Granata Lt. Steve Finch Cindy Epperson, Financial Services Manager - CONTACT PERSON/TELEPHONE. Chief Sam Granato- 575 -6211 Lt. Steve Finch – 575 -6145 SUMMARY EXPLANATION The Yakima Police Department SWAT team currently uses a 16 year -old step -van to respond to critical incidents in the City of Yakima, and also in surrounding communities. The team has used this van for 15 years, during which time the number of personnel on the team has grown, along with the amount of necessary equipment. The van was originally used to transport equipment and personnel, however it can no longer handle the weight that it must carry in equipment alone, let alone SWAT personnel The Police Department requests that the City Council approve the purchase of a new Emergency Response Vehicle, the cost of which is $253,840. The Department has received a Homeland Security grant in the amount of $182,870, leaving a balance of $70,970 The City will be reimbursed the amount of the grant, and the balance will be paid out of the Law and Justice Capital fund, using the 3/10 of a percent sales tax. Additional Homeland Security grants have been secured. A total of $70,000 has been received for the installation of fiber optic cable from the Data Center to the Yakima Airport, including hookups for Yakima Fire, Yakima Police, Sheriff's Office, and the Airport; while a grant of $24,709 was received for mobile radios. Both of these grants are anticipated to fully cover the purchases. The attached appropriation increases the Law and Justice Capital budget for these 3 items, and adds the grant revenue budget. Since the Emergency Response Vehicle would be part of Equipment Rental, that budget is also adjusted for this purchase Resolution Ordinance X Contract _ Other (Specify) Funding Source Homeland Security Grants and Law and Justice Fund Reserves APPROVED FOR SUBMITTAL. ■ City Manager STAFF RECOMMENDATION: Read the Appropriation Ordinance by title only at the August 1, 2006 Pass Ordinance after second reading at the August 15, 2006 meeting. BOARD /COMMISSION RECOMMENDATION. The members of the Public Safety Committee have been apprised of this proposal, and have all recommended the purchase of the Emergency Response Vehicle COUNCIL ACTION First reading of ordinance, second reading scheduled 8 -15 -2006