CENTRAL PIERCE FIRE & RESCUE BOARD OF COMMISSIONERS MEETING AGENDA

Transcription

1 CENTRAL PIERCE FIRE & RESCUE BOARD OF COMMISSIONERS MEETING AGENDA Date: September 11, 2017 Place: th St. E., Puyallup, WA Time: 6:00 p.m. 1. Call to Order 2. Pledge of Allegiance 3. Moment of Silence 9/11 4. Approval of Agenda 5. YesVets Program Presentation HRD Martinson 6. Citizens Comments (for items not specifically listed on the Agenda) 7. Consent Agenda (Single Motion) A. Excused Absences: B. Minutes: Regular Board Meeting of August 28, 2017 C. Approval of: Accounts Payable Warrants Numbered to totaling $ 217, Accounts Payable Warrants Numbered to totaling $ 3,271, Accounts Payable Warrants Numbered to totaling $ Accounts Payable Warrants Numbered to totaling $ 88, Net Payroll Warrants Numbered to totaling $ 34, Net Payroll Warrants Numbered to totaling $ 2, GRAND TOTAL $ 3,615, For Informational Purposes Only - The following electronic payments totaling $2,372, are included in Warrants noted above: Accounts Payable EFT numbered 6543 to $ 81, (Included in A/P Warrant 49349) Accounts Payable EFT numbered 6573 to $660, (Included in A/P Warrant 49366) Accounts Payable EFT numbered 6579 to $32, (Included in A/P Warrant 49383) Employee EFT Contributions/Deductions including all taxes & retirement numbered to $1,598, (Included in A/P Warrant 49368) 8. Unfinished Business (Second Reading and Final Action) 9. New Business (First Reading) A. Resolution No Surplus Items DC Donovan 10. Considerations and Requests A. OAC contract DC Donovan i. Station 72 update CPFR Board of Commissioners Meeting Agenda September 11, 2017 Page 1 of 2 1

2 CENTRAL PIERCE FIRE & RESCUE BOARD OF COMMISSIONERS MEETING AGENDA B Firefighter Eligibility List HRD Martinson C. Interlocal Agreement with Bethel School District - DC Donovan D. Shop Overtime/Commissioners Contingency Fund AC Karns 11. Staff, Local, Firefighter's Association and Fire Chief Reports A. Training - AC Juarez B. Health and Safety - AC Jackson C. Logistics AC Karns D. Human Resources HRD Martinson E. Local 726 F. Fire Chief Olson 12. Correspondence - none 13. Commissioner Comments 14. Executive Session RCW (1)(g) to review the performance of a public employee 15. Adjournment CPFR Board of Commissioners Meeting Agenda September 11, 2017 Page 2 of 2 2

3 DRAFT Not Official Until Approved CENTRAL PIERCE FIRE & RESCUE PIERCE COUNTY FIRE DISTRICT NO. 6 BOARD OF COMMISSIONERS August 28, 2017 Chair Nelson called the Regular meeting of the Board of Commissioners for Pierce County Fire District No. 6 to order at 6:00 p.m. at Station th St. E., Puyallup, Washington. Present were: Commissioners Nelson, Willis, Eckroth, Coleman, and Stringfellow, Fire Chief Olson, Deputy Chief Donovan, Assistant Chiefs Juarez, Beckman, Overby, Jackson, and Karns, Finance Director Robacker, Human Resources Director Martinson, Information Technology Director Travis, and Executive Assistant Porter, recorder. Ex-Officio Door s absence was excused. PLEDGE OF ALLEGIANCE Chair Nelson led the flag salute. APPROVAL OF AGENDA Commissioner Eckroth moved and Commissioner Stringfellow seconded to add the excused absence of Ex-Officio Door and approve the agenda. MOTION CARRIED. CITIZEN COMMENTS (FOR ITEMS NOT SPECIFICALLY ON THE AGENDA) No citizen comments. FINANCIAL ANALYST PRESENTATION Chief Olson introduced Paul Lewis, a data analyst hired to analyze the District s financial status and provide options moving forward. He delivered a PowerPoint presentation that included previous years revenue and expense data, and expected trends. He presented options to balance future years budgets and discussion followed. CONSENT AGENDA (SINGLE MOTION) A. Excused Absences: Ex-Officio Door B. Minutes: Regular Board Meeting of August 14, 2017 C. Approval of: Accounts Payable Warrants Numbered to totaling $ 757, Accounts Payable Warrants Numbered to totaling $ Accounts Payable Warrants Numbered to totaling $ 152, Accounts Payable Warrants Numbered to totaling $ (88.98) Accounts Payable Warrants Numbered to totaling $ (571.20) GRAND TOTAL $ 909, Commissioner Eckroth moved and Commissioner Coleman seconded to approve the Consent Agenda for $909, MOTION CARRIED. UNFINISHED BUSINESS (SECOND READING AND FINAL ACTION) No unfinished business. NEW BUSINESS (FIRST READING FOR DISCUSSION AND REVIEW ONLY) No new business. Page 1 of 3 Board of Commissioners Board Meeting Minutes 3

4 DRAFT Not Official Until Approved CONSIDERATIONS AND REQUESTS (Board Action Required) No considerations and requests. STAFF, LOCAL, FIREFIGHTERS ASSOCIATION AND FIRE CHIEF REPORTS (For Information Only) A. Monthly Finance Update FD Robacker highlighted topics in her financial report. She updated the Board on the status of 2018 budget preparation, GEMT, and the new financial software program. B. Field Operations AC Gacioch was not present to report. The July Operations/EMS report was in the packet and Chief Olson noted that call volume is continuing to increase. C. EMS AC Beckman provided a division report in the packet. He received the healthcare audit findings and it was good news. He will be reviewing the document and responding back with information. He thanked the Board and Local for supporting his attendance at the recent Redmond Symposium. D. Prevention & Education AC Overby highlighted topics in his packet. August is typically his division s busiest month. He recognized Matt Holm and the Community Services Volunteers for their assistance. Without their participation, his division could not have covered all of the events. The next group of recruits are talented and wellqualified. He praised those in administration that helped identify such a great recruit class. E. Information Technology ITD Travis referred to his report in the packet and reviewed some of the data. He was pleased to announce that Gig Harbor and Key Peninsula have agreed to extend our IT services contract with them for another three years. F. Logistics Division AC Karns provided a fleet update. He thanked the Board for their support of purchasing four fire engines. He commented that the earlier presentation was one of the most honest financial reports he has listened to and thanked the Board and Chief for hiring the analyst. G. DC Administration DC Donovan highlighted items in his report. He provided an update on bond projects and noted that Station 71 is almost complete. If the Board would like a progress tour of Station 60, they may contact Dianne Porter to arrange a time. Orientation night for the incoming recruit class orientation is tomorrow. He shared that Gig Harbor s Fire Chief was quite complimentary of our IT division on their work and good attitudes. He recognized Justin Rudebaugh for his assistance with IT issues at the Shop. H. Local 726 was not present to report. I. Fire Chief s Report - Chief Olson referred to his report in the packet. He remarked on the amount of work Chief Officers and Division heads handle on a daily basis. He reported that there have been deployments of our employees to two different events. There was a recent firefighter injury on the fire ground and Chief Olson reminded the Board of the critical nature of our employee responses. Representatives from OAC will be at the next meeting to discuss their proposed bond construction services Page 2 of 3 Board of Commissioners Board Meeting Minutes 4

5 DRAFT Not Official Until Approved contract. He will be on vacation in September and Deputy Chief Donovan will be acting in his place. He has been working with the City of Puyallup on the radio systems and commented on the great relationship between the District and the City. Members of the Board had several questions on the pilot medic program. CORRESPONDENCE Commendation letters COMMISSIONER COMMENTS Commissioner Stringfellow acknowledged his support of two paramedics on a medic unit. He commented on his recent observation of a working fire outside of our district and the mutual aid response. Commissioner Coleman had no comment. Commissioner Eckroth directed comments on vehicle maintenance to AC Karns. Commissioner Willis noted the interesting financial presentation and that it is the kind of information the Board needs to move forward. He is eager to see how this information will come together in the budget. He thanked HRD Martinson and her division on how they handled the upcoming recruit class. He knows one of the recruits and they had great things to say about the process. Chair Nelson had been eagerly anticipating the financial presentation. He commented that it gives a clear picture of where we need to head. He thanked Chief Olson for bringing in Mr. Lewis and on the marvelous job done. He congratulated HRD Martinson and ACs Overby and Juarez for their stellar work with those that go through the academy process. ADJOURNMENT There being no further business, Commissioner Willis moved and Commissioner Eckroth seconded to adjourn the meeting. MOTION CARRIED. The meeting adjourned at 8:15 p.m. LARRY NELSON CHAIR OF THE BOARD TANYA ROBACKER DISTRICT SECRETARY DIANNE PORTER RECORDER Page 3 of 3 Board of Commissioners Board Meeting Minutes 5

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55 Board Meeting Agenda Item Summary Agenda Date: September 11, 2017 Item Title: Resolution No Surplus items Attachments: Resolution and attachment Submitted by: DC Donovan RECOMMENDED ACTION BY THE BOARD: SUMMARY: First Reading of Resolution No Items owned by the District and listed on Attachment A are no longer needed, serviceable, or are in disrepair and have been replaced. This list includes the temporary housing unit and the apparatus tent currently being used at Station 60. Therefore, I would request that they be declared surplus so we no longer need to store them and may dispose of or sell them. FINANCIAL IMPACT: N/A Page 1 of 1 55

56 CENTRAL PIERCE FIRE & RESCUE PIERCE COUNTY FIRE PROTECTION DISTRICT NO. 6 RESOLUTION NO A RESOLUTION OF THE BOARD OF FIRE COMMISSIONERS FOR PIERCE COUNTY FIRE PROTECTION DISTRICT NO. 6, PIERCE COUNTY, WASHINGTON, DECLARING CERTAIN INVENTORY ITEMS AND SUPPLIES DEEMED TO BE SURPLUS TO THE REASONABLY FORESEEABLE NEEDS OF THE DISTRICT AND PROVIDING FOR THE SALE AND/OR DISPOSAL OF SAID ITEMS. WHEREAS, certain items of equipment and supplies belonging to the District are obsolete, no longer used in operations, and/or no longer serviceable; and WHEREAS, selling or disposing of the equipment and supplies listed in Attachment A will provide needed storage space; and WHEREAS, the value, obsolescence, and condition of these items of inventory and supplies make it impractical to trade the same in on future purchases of new inventory items or supplies, and to obtain the maximum return for said inventory items, it should be in the best interest of the District to declare surplus and sell and/or otherwise dispose of said items; NOW THEREFORE BE IT RESOLVED, by the Board of Commissioners for Pierce County Fire Protection District No. 6 that the items of inventory belonging to the District as shown in Attachment A, attached hereto, are declared to be surplus to the foreseeable needs of the District and shall be sold or otherwise disposed of. ADOPTED BY THE BOARD OF FIRE COMMISSIONERS OF PIERCE COUNTY FIRE PROTECTION DISTRICT NO. 6, PIERCE COUNTY, WASHINGTON, AT A REGULAR MEETING HELD THIS DAY OF, 2017, OF WHICH ALL COMMISSIONERS WERE NOTIFIED AND WERE PRESENT AND VOTING. Larry Nelson, Commissioner Rich Coleman, Commissioner Bill Eckroth, Commissioner Bob Willis, Commissioner Steve Stringfellow, Commissioner ATTEST: Tanya Robacker, District Secretary Resolution Surplus Items 56

57 Attachment A Resolution No Surplus Items for Board Approval.xlsx did Surplus items DATE ITEM MAKE MODEL SERIAL NO QTY FAID RES # NOTES 4/3/2017 FAN SUPER VAC P1645SE N/A /3/2017 FAN SUPER VAC P1645SE N/A /3/2017 FAN SUPER VAC P1645SE N/A /3/2017 FAN SUPER VAC P1645SE N/A /3/2017 HEADLAMPS NO SERIAL NUMBERS /3/2017 CANTEENS /3/2017 CANTEENS W/ CASE WHITE /3/2017 WEB BELTS GREEN /3/2017 BACKPACKS /3/2017 HARD HAT BLUE /3/2017 HARD HAT RED /3/2017 HARD HAT WHITE /3/2017 HARD HAT YELLOW /13/2017 PC Dell Optiplex 9C7CV1R1 1 N/A /13/2017 Laptop Panasonic Toughbook CF 29ETKGZKM 1 N/A /13/2017 Fiber Panel Radiant N/A N/A 1 N/A /13/2017 Desktop Dell Optiplex 6XQXLJ1 1 N/A /13/2017 Desktop Dell Optiplex CH61HM1 1 N/A /13/2017 Desktop Dell Optiplex 5FY6MC1 1 N/A /13/2017 Desktop Dell Optiplex CYQXLJ1 1 N/A /13/2017 Desktop Dell Optiplex C7BT1R1 1 N/A /13/2017 C79R1R1 Dell Optiplex C79R1R1 1 N/A /13/2017 Desktop Dell Optiplex 6YQXLJ1 1 N/A /13/2017 Desktop Dell Optiplex 7J61HM1 1 N/A /13/2017 Desktop Dell Optiplex JJ61HM1 1 N/A /13/2017 Laptop Dell Latitude 5Z4VYW1 1 FA /13/2017 Mini PC Zotac Zbox G N/A /13/2017 Tablet Dell Venue 4HB1RT1 1 FA /13/2017 Battery Getac F N/A /13/2017 Switch Netgear FS608 FS6913BCB N/A /13/2017 Desktop Dell Optiplex DZM0JQ1 1 N/A /13/2017 Desktop Dell Optiplex DXQXLJ1 1 N/A /13/2017 Surface Dock Microsoft N/A /13/2017 Desktop Dell Optiplex DZL4JQ1 1 N/A /13/2017 Laptop Dell Vostro F9SKPH1 1 N/A /13/2017 Desktop Dell Optiplex 3XQXLJ1 1 N/A /13/2017 Desktop Dell Optiplex DWQXLJ1 1 N/A /13/2017 Copier Brother MFC8860DN U61509K8J N/A /13/2017 Speaker Bar Dell Rev 1 CN0UH J 1 N/A /13/2017 Server Rack Rails APC OM 756H AA N/A /13/2017 Server Rack Rails APC OM 756H AA N/A Page 1 of 2 57

58 Attachment A Resolution No Surplus Items for Board Approval.xlsx DATE ITEM MAKE MODEL SERIAL NO QTY FAID RES # NOTES 6/13/2017 Server Rack Rails APC OM 756H AA N/A /13/2017 Server Rack Rails APC OM 756H AA N/A /13/2017 Server Rack Rails APC OM 756H AA N/A /13/2017 Server Rack Rails APC OM 756H AA N/A /13/2017 Server Rack Rails APC OM 756H AA N/A /13/2017 Laptop Dell Latitude 724VYW1 1 FA /13/2017 Cell Phone Microsoft RM N/A /13/2017 Modem/Router Netgear DGN3500 2BJ30CBR0046A 1 N/A /13/2017 Memory Dell SNPF6929C N/A 1 N/A /13/2017 Memory Dell SNPF6929C N/A 1 N/A /13/2017 Memory Dell SNPF6929C N/A 1 N/A /13/2017 Memory Dell SNPF6929C N/A 1 N/A /13/2017 Memory Dell SNPF6929C N/A 1 N/A /13/2017 Memory Dell SNPF6929C N/A 1 N/A /13/2017 CD RW Drive Delta OIP CD5200A 0I N/A /13/2017 DVD RW Drive Samsung SH S203 P7876GCQ501595R 1 N/A /13/2017 LCD Monitor Dell P170ST CN0VHPX AEMU 1 N/A /13/2017 LCD Monitor Dell P170ST CN0VHPX AF3U 1 N/A /13/2017 LCD Monitor Dell P170ST CN0VHPX AFHU 1 N/A /13/2017 LCD Monitor Dell 1703FPs MX02Y D8A8 1 N/A /13/2017 LCD Monitor Dell P170ST CN0VHPX AETU 1 N/A /13/2017 LCD Monitor Dell P170ST CN0VHPX AF5U 1 N/A /13/2017 LCD Monitor Dell P170ST CN0VHPX GB3TU 1 N/A /13/2017 LCD Monitor Dell 1708FPs CN0G302H742618BO24WS 1 N/A /13/2017 LCD Monitor Dell 170Sb CN0Y1G0M P1KMU 1 N/A /13/2017 LCD Monitor Dell P170ST CN0VHPX AEVU 1 N/A /13/2017 LCD Monitor Dell 1703FPs MX02Y BBDEXN 1 N/A /13/2017 LCD Monitor Dell 1703FPs CN02Y EA8KK 1 N/A /13/2017 LCD Monitor Dell 1703FPs MX02Y BIDK0M 1 N/A /9/2017 APPARATUS TENT 40 X 60 TENT 1 FA /9/2017 TEMPORARY HOUSING UNIT 28 X 66 PORTABLE BLDG 1 FA /11/2017 RIGHT ANGLE DRILL DEWALT DW FA /3/2017 EXTINGUISHER PROP BULLEX INTELLIGENT TRNG SYSTEM TRADED FOR NEW UNIT Page 2 of 2 58

59 Board Meeting Agenda Item Summary Agenda Date: Sept 11, 2017 Item Title: OAC Contract presentation for Station 72 services Attachments: OAC Contract Submitted by: DC Donovan RECOMMENDED ACTION BY THE BOARD: SUMMARY: OAC Project Management Services has been successfully working with CPFR since early 2017 to coordinate and facilitate construction and planning issues for our bond projects. This contract represents a continuation of the current contract to include services through the completion of Station 72. FINANCIAL IMPACT: Contract not to exceed $293,690. This contract is currently included in the costs for Station 72. Page 1 of 1 59

60 August 3, 2017 Daniel Olson - Fire Chief Pat Donovan Deputy Fire Chief Central Pierce County Fire & Rescue th Ave SE Puyallup, WA Re: Central Pierce County Fire & Rescue Bond Projects OAC Project Management Services Station 72 Proposal Dear Chief Olson & Deputy Chief Donovan, We thank you and your team for the ongoing Bond Planning and Station 60 work that we ve been assisting in over the last several months. It has been rewarding to see the strategic team develop the options, present to the Fire Commissioners Board, and get clear direction to move forward with Station 72. This letter outlines the next steps in our scope of work that we originally laid out in our April 2017 proposal. Once we fully understood the total bond budget, station forecasts, and how we would execute the remaining funds then we would follow up with proposal for those next station(s). This proposal is to update where we are on the current projects and to provide our fee proposal for the Station 72 project. Current Status of our Contracted Scope of Work: 1. Bond Planning / Strategic a. Original Proposal (w/ Reimbursables): $31,678 b. Projected Spend $25, Station 60 Project Management a. Original Proposal (w/ Reimbursables): $59,678 b. Projected Spend (including 2 month add) $65, Summary a. Original Proposal (w/ Reimbursables): $91,356 b. Projected Spend $90,000 c. Projected Savings: $1,356 Station 60 forecasted includes the extended schedule by approximately 2 months that was not included in our original projections but we are able to cover with savings from our planning scope. As with all our projects we will continue to forecast monthly, provide CPCF&R updates, and always look for ways to improve efficiency and reduce spend. 60

61 Scope of Services For Station 72 Project Management: Central Pierce County Fire & Rescue Bond Projects OAC PM Services Station 72 Proposal August 3, 2017 Page 2 The following is an outline of OAC s basic scope of services for the Station 72 Project Management, which our fee proposal covers for the completion of Station Fire Station 72 Project Management: Provide the Project Management and oversight of the Fire Station 72 New Construction work. Outline of Major Activities: Attend weekly project Owner, Architect, and Contractor meetings. Monitor and track project completion schedule Review weekly RFI's, Change Orders, and coordinate approvals with CPCF&R Monthly Pay Requests Monthly project financial forecasts Coordinate with CPCF&R on Owner s specialty fire equipment, FF&E and other Owner direct vendors Review Final GC billings, coordinate punchlist completion with Owner / Architect Work closely with Architect and their CA responsibilities Monthly owner status and financial review meetings Work with CPCF&R on their phased occupancies and move planning Verify that record drawings, specifications, O&M manuals, final product data submittals, and warranties are completed and submitted as required Prepare a weekly status report Note: Attached to this Proposal is OAC s Project Team Roles and Responsibilities Matrix Dated July 31, 2017 Proposed OAC Team The OAC team outlined below has a strong track record in working with owners on development of project programs and have been part of the overall strategy planning for the execution of Station 72. The senior team of Steve Johnson and Wesley Bergquist bring many years of local Puget Sound project delivery experience and coordination of highly complex projects and teams. The OAC Core Team members are: Steve Johnson Principal OAC Program Lead Steve will be the principal in charge and support our OAC team in the completion of Station 60 and start of the new station 72 work. He has lead the Program Planning scope and will be integral in the oversight of Wesley on Station 72. Steve has an extensive history leading large project teams with clients throughout the Pacific Northwest over the last 30 + years. Moreover, his experience as owner, contractor, and consultant in the design and construction management industry have given him the knowledge and balance to know how to engage clients / team members, and when to push the team for results on dynamic complicated projects. 61

62 Central Pierce County Fire & Rescue Bond Projects OAC PM Services Station 72 Proposal August 3, 2017 Page 3 Wesley Bergquist Senior Project Manager Primary Point of Contact Wesley is an experienced Sr. Project Manager with a diverse background in the development and construction industry. He is proficient in managing multiple projects, cross functional teams and problem solving on projects. Wesley s problem solving attitude and track record with owners will be an asset to this project. Wesley s projects have been very much involved with building committees, boards, community, city planning / permitting along with very tight budgets so he is well suited for being involved with us on this project. Dave Petersen Senior Project Manager (Fire Station 60 Project Lead, Startup Support for 72) Dave s fire station experience (with TCA Architects) and expertise includes oversight of hard bid project procurement. This will be key in the oversight of Fire Station 60. Dave also has extensive experience in estimating and schedule oversight which will beneficial in the last stage of Station 60 s delivery. Dave s career has specialized in management-intensive construction, and he has been involved in projects for various municipal, aviation, and state clients for over a decade. Dave s team coordination skills and understanding of construction goals and challenges make him an asset on every project. Dan Chandler Principal (Support / Backup to Steve) Dan has more than 30 years of experience in the northwest construction industry. He is known for his integrity, leadership and team building skills. Dan has developed strong long-term relationships throughout the industry that add immeasurable value to each client and project. He applies a thorough, firm and fair approach - anticipating issues and achieving results. For Washington State public clients, Dan delivers project and program management, estimating, scheduling, value analysis, constructability review, and construction claims analysis and expert witness services. Dan has fire station experience with several local fire districts and with TCA Architects. 62

63 Central Pierce County Fire & Rescue Bond Projects OAC PM Services Station 72 Proposal August 3, 2017 Page 4 OAC Organizational Chart The following shows the OAC team organization in relation to Fire Station 72 Project Management. 63

64 Central Pierce County Fire & Rescue Bond Projects OAC PM Services Station 72 Proposal August 3, 2017 Page 5 Proposed Fees The following fee summary outlines our OAC Fees for the Station 72 Project Management work. Our proposed fees are quoted on an hourly not to exceed basis at our agreed and projected rates. Hourly rates include all salaries, benefits, taxes, insurance, training, certifications, licensing, computers, cell phones, and supplies. Reimbursable expenses are limited to travel to and from County offices at standard IRS rates and approved out of town travel. OAC fees are calculated based on the Project Management needs of Station 72. We have not built in any shared resource savings that will occur when a future station 73, 66 or 61 is started. When that future decision is made and the project moves forward we will relook at the project management scope, project overlap with Station 72, and update our remaining projected fees accordingly along with the new project fees. We anticipate that the potential savings with the overlapping resource needs and efficiency of multiple projects could save in the range of 10-15% on our Station 72 fees. OAC SUMMARY AND DETAIL FEE BREAKDOWN: 64

65 Central Pierce County Fire & Rescue Bond Projects OAC PM Services Station 72 Proposal August 3, 2017 Page 6 OAC Detailed Fee Recaps: 65

66 Central Pierce County Fire & Rescue Bond Projects OAC PM Services Station 72 Proposal August 3, 2017 Page 7 Proposed Qualifications and Assumptions OAC s fees are based an estimated Not to Exceed (NTE) amount at agreed rates and estimated hours. Anticipated work schedule for Station 72: 19 months (August 2017 thru February 2019 closeout). OAC fees cover all costs associated with service except travel, parking and printing costs invoiced at cost plus 15%. If the owner requests a specialty consultant needed on the project then we can easily incorporate the scope with an additional service change. We thank you for the opportunity to provide our OAC Project Management assistance on your Fire Station 72 project. Our team looks forward to continuing to work closely with the Central Pierce County Fire & Rescue team. Sincerely, The OAC Team Steve Johnson Principal sjohnson@oacsvcs.com Wesley Bergquist Senior Project Manager wbergquist@oacsvcs.com Attachments: 1. OAC s Project Team Roles and Responsibilities Matrix Dated July 31, OAC Services CPCF&R Contract Change Order No.1 dated August 3,

67 Central Pierce Fire and Rescue - Station 72 Project Team Roles & Responsibility Matrix DATE - July 31, 2017 Team Roles and Responsibilities CPFR TCA OAC Comments ( P=Primary Responsibility, X = Contributor / Involved in activity) General Activities / Scope: Set up/maintain project files P Set up/maintain project website (SharePoint) X X P If desired Develop full project budget/set up budget tool for tracking X X P Regular monthly reporting / forecasting / Invoice reviews & recommendations X X P Review contract requirements of GC and Architect X P X Manage GC Bid Process and procurement third party vendors P P P Work together to do jointly Architect contract oversight/monitor P P Work together to do jointly Develop, maintain, drive schedule w/ Project Team X P Attend weekly meetings with Client and project team X X P Support Client reporting to board and building committee(s) as needed P X X Change order management through design, construction and closeout X P Develop and manage issues log through design and construction X X P Dispute resolution and problem solving as needed P X X Manage project documentation of meeting minutes, photos, drawings etc. X X P Specific Additional Activities During Primary Project Phases Design / Preconstruction Activities Attend weekly Design meetings P X X Weekly Monitor schedule w/ GC X X P Design document review P X Monitor and update budgets X P Assist client in presentations to boards and committees P X X Coordination with CPFR stakeholder team P X X Tracking of changes X X P Construction Activities Attend weekly construction meetings X X P Project billing reviews P P P Arch certifies, OAC pre approves Review Change Orders P P P Manage/Procure technical inspection and testing X X P Owner Direct Contractors (movers, cabling, phone, FFE etc.)- Write RFP's, solicit/analyze bids P X Project Occupancy Coordination / Closeout Furniture procurement P X Turnover Integration plan; develop, track, monitor P X Furniture install/move-in P X Occupancy Coordination / Turnover P X Construction Cost Reconcile/Finalize X P Punch list tracking w/ GC X P X Coordinate Owner training P X X Final file and website closeout X P Owner direct vendor closeout P X Page 1 of 1 67

68 OAC SERVICES INC. SERVICES AGREEMENT CHANGE ORDER 01 This "CHANGE ORDER" modifies the terms of the Project Manager Services Agreement for the Pierce County Fire Protection District No. 6 project dated May 11, This Change Order 01 is effective as of August 3, The detailed Fee Proposal is here attached as Exhibit A. I. Scope of Services: The Scope of Services has expanded to include Project Management of Fire Station 72 per OAC proposal dated August 3, 2017 II. Compensation for NTE Pricing: The Services or Work described in this Change Order will be completed based on hourly rates up to a Not to Exceed ("NTE") price. The NTE for this Change Order modifies the total compensation for this Project as follows. CONTRACT SUMMARY Professional Services Reimbursable Expenses Original contract amount $88, $ 3, *Previous change order amount $ 0.00 $ 0.00 This Change Order No. 01 $ 194, $ 7, Adjusted contract amount $ 282, $ 10, III. Terms: 1. The adjustment in contract price includes and covers all costs of labor, materials, overhead, profits and all other costs or expenses, which are occasioned either directly or indirectly by the consultant as a result of this change order. 2. All other items, conditions and obligations of the PM Services Agreement shall remain in full force and effect except as expressly modified herein, in writing, by this change order. This instrument constitutes a change order to the contract only when authorizing signature is affixed below. IN WITNESS WHEREOF, this Agreement has been executed by CLIENT and OAC Services Inc. OAC Services Inc. Pierce County Fire Protection District No. 6 Steve Johnson Daniel Olson By: By: Title: Principal Title Fire Chief Date: Date: OAC SERVICES, INC. Change Order No 01 Revised 7/16 Project Planning & Station Renovations DOC-STD-CO 68

69 Daniel Olson Fire Chief nd Ave. E. Tacoma, WA Bus Fax: September 5, FIREFIGHTER ELIGIBILITY LIST ENTRY LEVEL After completion of a physical agility test, written test, pre-screening interview, oral board, suitability assessment profile, background investigation and Chief's interview, evaluation scores reflect the following standings: 1. Wilson, Daniel O 2. Dormaier, Mariah L 3. Levenseller, Brian P 4. Dorsey, James P 5. Cuthbert, Shaun D 6. Severe, LeTania P 7. Tovar, Francisco L 8. Devine, Jeffrey A 9. Funk, Bethany 10. DeVeglio, Paul M 11. White, Nathan A 12. Gundermann, Blade Daniel Olson Fire Chief This Eligibility List is not official until approved by the Board of Commissioners at the September 11, 2017 Board meeting. 69

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71 Board Meeting Agenda Item Summary Agenda Date: September 11, 2017 Item Title: Interlocal Agreement - Bethel School District Attachments: agreement Submitted by: Chief Olson RECOMMENDED ACTION BY THE BOARD: SUMMARY: Motion to approve the Interlocal Agreement with Bethel School District for emergency facilities use. Since 2011, the District has had an agreement in place with the Bethel School District for facilities use in the event CPFR facilities become incapacitated or overwhelmed during an emergency or disaster. The only change from the previous agreement is the School District has updated their point of contact. FINANCIAL IMPACT: n/a Page 1 of 1 71

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77 Board Meeting Agenda Item Summary Agenda Date: September 11, 2017 Item Title: Mechanics Overtime request Attachments: Click here to enter text. Submitted by: Russ Karns, A/C of Logistics RECOMMENDED ACTION BY THE BOARD: SUMMARY: Request up to, but not to exceed, $50,000 for maintenance shop overtime from the Commissioners Contingency Fund. Due to the age and condition of our fleet we have a continued need for increased shop time. This coupled with ongoing new vehicle up fitting and improvement projects necessitate the need for additional overtime funds. These funds will allow us to provide the needed shop hours for The current balance in the Commissioners Contingency Fund is $144, FINANCIAL IMPACT: Up to $50,000 from the Commissioners Contingency Fund Page 1 of 1 77

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79 Board Meeting Agenda Item Summary Agenda Date: Item Title: Training Division Update Attachments: Click here to enter text. Submitted by: AC Juarez RECOMMENDED ACTION BY THE BOARD: SUMMARY: Recruit Academy kicked off on the 5 th of September EMT school for the new recruits started today Sept 11 th The training division is currently writing a RFP for the two new Live fire Props East Pierce and Gig Harbor have reached out to us, in regards of sending new recruits to our 2018 recruit academy. FINANCIAL IMPACT: Page 1 of 1 79

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81 Board Meeting Agenda Item Summary Agenda Date: Item Title: Health & Safety Div. Report Attachments: Click here to enter text. Submitted by: AC Jackson RECOMMENDED ACTION BY THE BOARD: SUMMARY: Finalized September Safety Month Activities. Crews will have three designated Company Level Safety Training Days. This training consists of a Healthy Recipe, a Workout, Injury Prevention Tips, Review of Safety Policies and training to increase a Safe workplace. There is also Battalion Level Training for all three shifts that will be covering a new piece of Workout Equipment for each station and the rollout of our Firefighter Behavioral Health Program (PEER Support Team) I met with the Deputy Chief of Operations for the Graham Fire Department and shared our new Personal Protective Equipment Decontamination Program. They were very impressed and grateful that we were willing to share our program. We discussed other items we could work on cooperatively regarding FF Health and Safety. FINANCIAL IMPACT: Page 1 of 1 81

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83 Board Meeting Agenda Item Summary Agenda Date: September 11, 2017 Item Title: Logistics Update Attachments: Click here to enter text. Submitted by: Russ Karns, A/C of Logistics RECOMMENDED ACTION BY THE BOARD: SUMMARY: Up fitting continues on two Battalion Chief vehicles, two DFM vehicles and three Medic Units. One Brush truck and the Runner van are done and in-service. We have utilized $61, of the current $60,000 overtime Shop budget. I am requesting additional shop overtime funds. We have developed an Engine specification that is less electronically driven and more closely mirrors the majority of the current fleet. We are currently exploring vendor options and bid process. We are at a point with the two 2017 Ferrara s where we will be working with legal to determine what our options are. We have spent a considerable amount of time to determine acceptance but are still having problems with them. At this point we have not accepted nor paid for the engines. Page 1 of 1 83

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85 Board Meeting Agenda Item Summary Agenda Date: September 11, 2017 Item Title: Human Resources Division Report Attachments: N/A Submitted by: Candis Martinson RECOMMENDED ACTION BY THE BOARD: SUMMARY: 1. Current HR projects: a. Mapping payroll processes for Telestaff/payroll software upgrade Mindy Roberts, Payroll Analyst b. Personal Service Contract Negotiations administrative support for management team - Candis Martinson c. Workforce Diversity Training for all personnel, October 2, 3, 9 Candis Martinson d. DRS Training for all personnel, January, 2018 Stephanie Glass, HR Analyst e. Updating HR policies and procedures HR Team f Budget HR Team g. Employee Awards Planning for 2018 HR Team h. Paper to Electronic Filing Jessica Resop, Support Specialist i. Paramedic Grant Tracking Procedure Development Mindy Roberts, Payroll Analyst j. Continuing Cross-Training of Support Specialist for Payroll Analyst Backup Mindy Roberts/Jessica Resop k. New Recruit On Boarding September 5 th HR Team FINANCIAL IMPACT: N/A Page 1 of 1 85

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87 Board Meeting Agenda Item Summary Agenda Date: September 11, 2017 Item Title: Fire Chief s report Attachments: Click here to enter text. Submitted by: Chief Olson RECOMMENDED ACTION BY THE BOARD: SUMMARY: As you may have already heard, retired Chief Thomas passed away this past weekend. We will be sending out service date/times as they become available. We are reaching out to the family to determine their wishes during the memorial service. IAFF 726 contract ratification- the vote should be completed the Friday before the meeting. Chief Donovan will update you on its status and provide a timeline as to when the documents will be sent to you for review. I will review the entire contract on September 25 th. Wildfire on 152 nd & 110 th - We had a significant fire involving 5 to 7 acres on Sunday the 3rd. The fire was contained by a CAT operating in the area under the control of the property owner. We were on site on the 4 th with two DNR inmate crews and an excavator provided by the property owner. The following day, the DNR crews were not available and the final extinguishment of the fire was completed by CPFR. We do not know the cause of the fire. PCFMO investigated. Recruit orientation- we had a great turnout and opportunity to meet the new recruits for the fall academy. They seem like a great group and I look forward to them getting through recruit school and increasing our staffing back to 57. Page 1 of 2 87

88 Board Meeting Agenda Item Summary Budget process- We have collected all of the adds, forecasted labor and supplies and services. We are now putting it all together and systematically prioritizing requests. There are a significant number of requests that will not make the cut which is normal for any fire department. We will be beginning our briefing of the BOC with a prioritized budget that balances revenue, expenditure, FBC, and use of savings for In addition, we will be bringing a strategic finance plan forecasting the budget and ERF needs for the next three years. GEMT Update- Chief Wright was able to obtain full approval of the program and we are moving into the implementation phase. Four workshops have been scheduled throughout the state to instruct departments and Districts on how to implement and receive the GEMT funding. I will keep you posted as we move forward. Station 60 update- Attached is the weekly update. All is going well with the expected occupancy date in mid-october. I am currently on vacation. Chief Donovan is the acting fire chief in my absence. Please direct any questions or comments to him in my absence. I will be contactable daily when I go to a location with cellular service. The next Pinning Ceremony in scheduled for October 4 th at the Union Hall. The event will begin at 6pm and we are looking for one or two Commissioners to participate. FINANCIAL IMPACT: Page 2 of 2 88

89 WEEKLY STATUS MEETING / REPORT CPFR STATION 60 REPORT #: 005 PROJECT: CPFR STATION 60 CONTRACTOR: JONES AND ROBERTS ADDRESS: nd Ave E Spanaway REPORT BY: Dave Petersen OAC REPORT DATE: 28 August 2017 AGENDA ITEMS SCHEDULE OVERVIEW Jones and Roberts time extension to 9/29 has been reviewed and will be included in a change order this month. Change order 8 will be issued from TCA 8/29. Training tower fireblast work is complete and the design team has performed the punchlist. Formal turnover is pending completion of punchlist work. Finish work continues in the building with casework, painting, cabinets and flooring under continuing. Door and hardware installation has started this week. Owner furnished items have been delivered for contractor install. Monitors and brackets have been delivered. Sitework activities continue including sidewalks, drives, paving, and landscaping. Floor polishing and staining complete, carpeting in progress. J&R has expressed concerns with the electrical contractor who informed them they are two weeks behind. J&R was planning to be complete two weeks early, so the dates listed above are still tracking. 8/28 update team met with the electrical sub and J&R. J&R and the electrical contractor are confident no further time will be lost. Paving grades issue is being resolved at entrance to the garage bays. Pending survey completion. BUDGET UPDATE Current Target Budget: $12,203,956 Spent to date thru June: $ 8,540,328 Percent spent: 70% OAC Weekly Status Report CPFR Station

90 WEEKLY STATUS MEETING / REPORT CPFR STATION 60 APPROVAL OF PENDING COST ISSUES COP 85: Post Caps for Demoed Fence $1,250 COP 88: Add Wireless Access Controllers for Man Gates $1,118 COP 89: Remove Mirrors in Exercise Room, add back MDO Plywood $293 COP 90: Significant Electrical Additions, add Garbage Disposal $6,982 UPCOMING WORK Site work completion (flatwork, landscaping etc.). Hang doors, install hardware. Completion of electrical fixtures and trim. Commissioning of mechanical system. Drop ceiling tiles. Installation of remaining owner furnished, contractor installed items (monitors). RISKS / OTHER Electrical contractor issue as described above, although tracking favorably now. Wood ceiling in lobby has some quality control issues to resolve. Sub has ordered some replacement panels. Timing of the new panels to be confirmed. Grading resolution at street entrance to apparatus bays. OAC Weekly Status Report CPFR Station

91 WEEKLY STATUS MEETING / REPORT CPFR STATION 60 PHOTOGRAPHS (PROGRESS) Main entry lobby panels installed (note QC issue above) Kitchen flooring done and protected, appliance install Door/Hardware installation in progress Office corridor, frames painted, door installation Sleeping room flooring, doors and paneling install Apparatus bay lighting installation OAC Weekly Status Report CPFR Station

92 WEEKLY STATUS MEETING / REPORT CPFR STATION 60 New refrigerators installed Meeting room ceiling grid installed Reception desk counter installation Entrance doors and hardware OAC Weekly Status Report CPFR Station