HomeMy WebLinkAboutItem 04 Fire Station 16 Temporary Housing
SPRINGFIELD
CITY COUNCIL
Meeting Date:
Meeting Type:
Department:
Staff Contact:
Staff Phone #:
Estimated Time:
October 8, 2007
Work Session
Finance
Bob Brew'~B
726-3698
10 minutes
AGENDA ITEM SUMMARY
ITEM TITLE
FIRE STATION 16 TEMPORARY HOUSING
ACTION REQUESTED:
Discuss temporary housing for personnel stationed at Fire Station 16.
ISSUE STATEMENT: Temporary housing is needed to accommodate assigned Fire and Life Safety personnel
during the demolition and construction of Fire Station 16. A Request for Bids was
prepared and a bid was received for temporary housing facilities.
ATTACHMENTS:
Attachment A.
Attachment B.
Council Briefing Memorandum
Bid from Modern Building Systems, Inc.
DISCUSSION/
FINANCIAL IMP ACT:
The Thurston Fire Station (Fire Station 16) has been uninhabitable for the past 12+
months. During that period, personnel assigned to that station have been living in
temporary office trailers located on-site. While the status of the Station was in flux,
these trailers were viewed as a temporary solution; however, now that it is clear that the
new station will be in construction for 12-18 months, a more appropriate housing
solution is required.
A Request for Bids was prepared and distributed for an 18-month lease of a 36' x 60'
temporary office building to be fitted as a residence, with five bedrooms, an office, a
kitchen, laundry facilities, two restrooms, and a central living area. One responsive bid
was received from Modern Building Systems, Inc. in an amount of $69,040 for an 18-
month lease.
MEMORANDUM
CITY OF SPRINGFIELD
DATE:
TO:
FROM:
October 3,2007
Gino Grimaldi, City Manager
Bob Brew, Budget Officer
COUNCIL
BRIEFING
MEMORANDUM
SUBJECT: Fire Station 16 Temporary Housing
ISSUE:
Temporary housing is needed to accommodate assigned Fire and Life Safety personnel during the demolition and
construction of Fire Station 16. A Request for Bids was prepared and a bid was received for temporary housing
facilities
BACKGROUND:
In September of 2006, Fire Station 16 (Fire Station 1, at that time) was found to be uninhabitable due to the
presence of harmful mold. During the mold mitigation and repairs, the Fire and Life Safety personnel assigned to
this station were housed in two leased portable office trailers co-located on the Fire Station site. This
arrangement was intended to be purely temporary until the Station was found to be safe for occupation.
Over time, the problems at the Thurston Station became much larger than initially anticipated. What began as 1:1
small siding replacement job evolved into a complete gutting of the building and installation of a new roof,
eventually leading to a decision to abandon the current building and rebuild. During the twelve months that have
elapsed, the five FLS personnel assigned to this Station have been sleeping in a temporary office trailer (10' x
40'). This trailer is set up "dormitory style" with no privacy or gender separation. Since their cooking facilities
are located in the Fire Station, they are no longer available and the Firefighters have been eating at restaurants for
two meals a day (FLS personnel are responsible for their own lunches). There is a single toilet in the main trailer
and a single toilet and shower in the dormitory trailer (shared by five people). There are no longer laundry
facilities on-site, so FLS station linens and uniforms are taken home or to another fire station to wash them. The
fire and ambulance apparatus are currently stored in a large tent on-site that is heated by propane. The heat keeps
the supplies and equipment fresh and usable. In the last 10 months of Fiscal Year 2007, the costs to keep these
temporary facilities operational have included $26,000 for food, $28,400 for propane, $32,000 for tent rental and
supplies, and $20,300 for the rental of the office trailers.
In April of2007, the Council determined that it would be in the best interest of the City to remove the current
Fire Station and replace it with a new building. Since design and construction of a new building will take 12-18
months, it is clear that we needed to find a more acceptable long-term solution for housing and feeding FLS
personnel during the course of construction.
In September of this year, FLS staffed worked with a firm specializing in temporary office space to generate
specifications for a single housing unit to be placed at or near the site of the current fire station. The housing
needs dictated a mobile office unit in three twelve foot-wide sections (triple-wide) with a total footprint of36' x
60'. Once the general specifications were created, Fire and Public Works staff developed bid specifications and
the invitation was published during the week of September 3rd. At the bid opening on Sep~ember 13th, a single
bid was received from Modern Building Systems, Inc. in an amount of $69,040. This bid covers the lease of the
unite s), as modified, for 18 months, as well as the installation of the structure and its removal at the end of the
lease. This is an amortized cost of about $3,850 per month. If the structure is to be leased for a period greater
than eighteen months, the monthly rental is estimated to be $2,330 per month. The structure will include five
Attachment A - Page 1 of 3
bedrooms (for gender equity and privacy issues), an office, a residential-type kitchen, two restrooms with
showers, laundry facilities, and a common area. This unit will obviously address the morale issues associated
with the smaller units, but will also provide for Firefighter/Paramedics to prepare their own meals, in-house.
With the new facilities, personnel will no longer need to transport dirty clothing and linens home or to other fire
stations for laundry facilities, or wait to use the one available shower.
Early on, staff considered purchasing the building outright and then reselling it at the end of the project. In
response to our questions, one of the vendors gave us a rough estimate of $160,000 to purchase. The purchase
price would not include the $14,600 necessary to deliver and set up the building. If the City purchased the
building, it would be responsible for all maintenance and repair of the building over the course of the Fire Station
construction. At the end of the project, the City would need to locate a buyer for the building, and we anticipate
that could be difficult; part of the reason the lease is fairly expensive is due to the extensive customization the
City is doing to what is essentially a temporary office facility. To appeal to a broad purchasing audience, we
would either need to take a deep discount for the customization, or incur additional costs removing the kitchen
and other non-office customizations.
Costs associated with the temporary housing include the lease or purchase price ofthe housing facility, as
indicated, the rent of a tent to protect fire apparatus, and the continued use of propane for heat of the tent.
Information regarding the continued rent of the tent versus a purchase will be brought to the Council meeting on
the 8th. Other operating costs will continue including water, electricity, sanitary sewer, and station supplies, but
these costs would exist in any case.
OPTIONS:
Option 1: Lease temporary housing facilities as described in this memo and the attached bid.
This option allows the City to move ahead on the acquisition of the housing facility without going out to bid
again. The lease would place all resale risk on the vendor, and would insulate the City from maintenance and
repair responsibilities. The building, as configured, meets the minimum needs of the Fire and Life Safety
Department while maintaining morale and operational efficiency at the minimal cost.
Option 2: Purchase temporary housing facilities as described in this memo.
This option would require the City to solicit for new bids, since the earlier bid process was for leasing only.
The purchase would place all resale risk on the City. Depending on the market for these types of office facilities
in 18 months, the City could do well or could lose money. The City would also need to provide for maintenance
and repairs. The building, as configured, meets the minimum needs of the Fire and Life Safety Department while
maintaining morale and operational efficiency.
Option 3: Lease kitchen-type trailer and retain current trailers.
This option would have the City retaining their current three trailers and leasing an additional trailer with a
commercial kitchen. Early estimates indicate rent on this type of unit would cost the City about $1,000 per
month in addition to the $990 currently spent on housing-type trailers. Although in theory the three-trailer
configuration could provide more flexibility in placement, for logistical reasons a single large trailer makes more
sense. The cost differential is not substantial ($2,330 per month versus approximately $2,000 per month) and
would likely disappear once the costs of additional plumbing, electrical wiring, decking and other costs were
figured into the calculation. The current sleeping arrangements also are not optimal due to gender separation
and privacy issues. If the current sleeping trailer was reconfigured to remedy these shortcomings, there would be
additional costs since FLS personnel probably would not be able to occupy the trailer while work was being
performed.
Site Option A: Install temporary housing on the existing Fire Station parking lot
The Fire Station parking lot has sufficient space to place temporary housing from any of the above options. Use
of the parking Jot could impact construction since fire and ambulance operations have to be available 24 hours
Attachment A - Page 2 of 3
.;
per day and construction equipment and materials would have to be placed on the site in such a way as to allow
FLS apparatus to enter and leave the site at any time. There would be additional costs associated with trenching
the paving to allow the temporary housing facility to access water, electricity and the sanitary sewer.
Site Option B: Install temporary housing on nearby space other than the existing Fire Station parking lot
The City could place the housing structure near, but not on, the site ofthe Fire Station construction, John
Tamulonis has been in contact with an adjoining property owner and believes he could negotiate a site lease at'
approximately $850 per month for the term of October 1,2007 through March 30, 2009. A possible renewal
option could be included. Additional cost associated with this option include, but are not limited to, constructing
an entry apron, sanitary sewer hook-up, and restoring the leased property when vacated. This option would cause
the least impact on fire station operations and the demolition and new construction on the permanent site.
Staff recommends Option 1 and Site Option B.
ACTION REQUESTED:
Discuss temporary housing for personnel stationed at Fire Station 16.
Attachment A - Page 3 of 3
.Oviding Permanent
and Temporary
iuilding Solutions
For Commercial
l10dular Buildings
Since 1971
Including:
Design
Engineering
Manufacturing
Delivery
Installation
Leasing
Financing
...... ~ ~
@
MODERN BLJILDI1\I6 SYSTEMS, 11\11:.
"The Smart Choice..."
13-Sep-07
City of Springfield, Oregon
Mobile Office Complex for the Fire & Life Safety Department
Descriotion: 36x60
Preliminary f100rplan attached
Monthly Lease Rate on 18 months term $ 2,330.00
Delivery' $ 3,000.00
Block/Level $ 7,500.00
Tie Downs $ 1,800.00
Skirting $ 2,300.00
2 Sets Aluminum Stairs included in lease rate above
Tear Down & Removal $ 12,500.00
-Notes:
Contract award must be made by September 20, to guarantee delivery by December 10, 2007.
Pricing based upon a firm, level and truck accessible site.
Permits, fees, etc. other than those required for manufacturing and transportation by others.
MBS typically responds to service related calls in less than 24 hours after official notification.
Proposal includes j-boxes and raceways in walls for phone/data wiring by others.
. Pricing is good for (30) days.
I utility extension and their connections by others.
I Lease rate based upon guaranteed minimum lease term.
Aumsville, Oregon Ii') /)
9493 Porter Road~ (/ i'
PO, Box 110 li~ \ ~ '
Aumsville, OR 97325 \
503-749-4949
Fax 503-749-4950
Pacific, Washington
, Thornton Avenue SW
Pacific. WA 98047
253-863-8863
Fax 253-863-8867
vww.mbs-modular.com I
lles@mbs-modular.com
James Rasmussen
President
~'
~ttqchment B - Page 1
. ..
,00 ~~\\~
SHEET NO. \ OF
MODERN BUILDING SYSTEMS, .INC.
9493 Porter Rd. SE P.O. Box 110
AUMSVILLE, OREGON 97325
(503) 749-4949
Fax (503) 749-4950
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