HomeMy WebLinkAbout09 - CC-9 - Fire Station Alerting System Replacement - 4/18/2017CITY COUNCIL AGENDA REPORT
MEETING DATE: APRIL 18, 2017 ITEM NUMBER: CC -9
SUBJECT: FIRE STATION ALERTING SYSTEM REPLACEMENT
DATE: APRIL 4, 2017
FROM: INFORMATION AND TECHNOLOGY DEPARTMENT
COSTA MESA FIRE & RESCUE DEPARTMENT
PRESENTATION STEVE ELY, INFORMATION TECHNOLOGY DIRECTOR
BY: DANIEL A. STEFANO, FIRE CHIEF
FOR FURTHER INFORMATION DIVISION CHIEF, JASON PYLE 714-754-5155
CONTACT:
RECOMMENDATION:
Approve and authorize the City Manager to execute the Purchase Request for the
replacement of the current, non-functioning, Fire Department Alerting System with
WESTNET First -In Alerting Systems, 15542 Chemical Lane, Huntington Beach CA, 92649.
The total net purchase cost, including taxes shall be $369,497.78.
BACKGROUND:
The MOSCAD alerting system was originally implemented in the 1980's to run with the
City's PRC CAD (Computer -Aided Dispatch). The MOSCAD Alerting System is over 30
years old and consists of both hardware and software that is outdated "vintage"
technology.
MOSCAD means Motorola Supervisory Control and Data Acquisition. Its purpose is to
enable our Communications Dispatchers to alert our Fire/Medic Crews in their Stations
of any Fire/EMS incidents to which they need to respond. The 'system' is composed of
radio Gear, computers and other hardware (switches, lights, alarms, etc.), as well as
software to control all these components.
MOSCAD was updated in the 1990's, and again in the early 2000's, to work with the City's
Motorola/Printrak CAD, which replaced PRC. MOSCAD was again updated in April, 2014,
when the City migrated to the current Sungard CAD. It is worth noting that the last two
updates were minimal in nature, replacing some essential hardware components, but no
functional improvements. Since the Sungard implementation, there have been ongoing
MOSCAD failures at the Fire Stations, as well as at City Hall.
In late 2015, the hardware at Fire Station 1 failed. Despite extensive efforts by both City
Staff and outside consultants, the failure is permanent, with no replacement possible, as
some mission -critical parts no longer exist. The MOSCAD Alerting System has
experienced critical systemic failure.
The significance of these failures is that alerting Crews is delayed, since Communication
Personnel need to alert the Crews using Radio or Phone manually, instead of it being an
automatic function of the CAD system.
ANALYSIS:
The MOSCAD Alerting System has experienced systemic system failure and is no longer
supported in the industry The City needs to replace the Fire Department's outdated
MOSCAD alerting system due to system obsolescence, lack of reliable, cost effective
support and parts no longer available.
Due to the need for County wide system interface, CAD to CAD communications and
network compatibility, the recommendation is to completely replace the MOSCAD Alerting
System with WESTNET First -In Alerting Platform.
WestNet First -In alerting system was chosen as the replacement for the failed and non-
operational MOSCAD system. WestNet's quotes are in pursuant to GSA Schedule 84
cooperative purchasing and is based on prevailing wage rates. WestNet First -In alerting
system has an established interface with our current CAD (Sun Guard) and thus it is
compatible, as well as being compatible with the other four dispatching systems in the
County. WestNet is used throughout the County and has receive high reviews and
positive recommendations.
ALTERNATIVES CONSIDERED:
After years of system patches and repairs, it has been concluded by both IT and outside
consultants that there are no longer any "repairs" possible to the system. Alternatives are
1) Contract with another dispatch center and have them do a complete replacement of
the system 2) Have no automated dispatch system.
FISCAL REVIEW:
Partial funding for this agreement was approved in the FY2015/2016 budget, as a B12
Capital Improvement Project (project 20074) and was carried over into the FY2016/2017
budget. Final funding was approved at the FY2016/2017 mid -year budget review.
LEGAL REVIEW:
Does not apply.
CONCLUSION:
The complete replacement of the Fire Station Alerting System is needed. Without the
replacement of the alerting system the Fire Department is dispatched manually and
exposes the City to liability due to time delays and system failures.
DANIEL A. STEFANO
Fire Chief
STEPHEN DUNIVENT
Interim Finance Director
THOMAS DUARTE
City Attorney
STEVE ELY
Information Technology Director
THOMAS R. HATCH
City Manager
ATTACHMENTS: 1 WestNet First -In Alerting System Quotes
2 Spreadsheet of Quotes
3 Capital Improvement — Project 20074
4 FY 2017/17 Midyear Budget Appropriations
(y Y✓ESlNEt
15542 Chemical Lane
Huntington Beach, CA 92649
Phone: 714-548-3500 Fax: 714-901-5610
www.FirstInAlerting.com
ATTACHMENT
Quote: Costa Mesa Fire Department First -In Alerting Platform Dispatch
System Interface - REVISED 3
To: Costa Mesa Fire Deptartment
Costa Mesa Fire Deptartment
77 Fair Drive
Costa Mesa, CA 92626
Total Amount:
Shipping Method:
Payment Terms:
Description:
Clarifying Comments:
$59,868.95
Ground
From: Zulema Gonzalez
Quote ID:
Date:
40% down, 50% upon delivery, 10% upon Effective To:
acceptance.
Q-02908-C6T6
4/11/2017
7/5/2017
This is a quote for the First -In Alerting Platform Dispatch System including installation, one year of maintenance and
24/7 technical support. Customer is responsible for all network connectivity between dispatch and station, as well as the
CAD interface if network activation is desired. Customer is responsible for any difference in sales tax rate.
The First -In Alerting Platform (FIAP) is a server -based framework that provides Dispatch with a variety of automatic and
manual alerting options. The RAP utilizes network alerting (IP), as well as radio. The RAP can be expanded to include
activation using paging, text/SMS messages and email messages to alert first responders both in and out of the station.
The Radio Interface Controller (RIC) provides both automatic and manual activation of the fire station using wireless
technology over the digital radio system. The alert information is automatically sent from the Computer Aided Dispatch
system (CAD system) or the FiAP to the RIC, which transmits the information to the MCU. In the event the dispatch
computer or network Is down, the dispatcher uses the RIC's keypad to manually alert the station.
First year maintenance/warranty is included in this pricing.
Estimated Year 2 maintenance/warranty is $3,400. Subsequent years of maintenance/warranty is subject to adjustment.
Shipping Information
Ship To: Bill To:
Details
Product ID
Product
QTY
Price
Sub Total
FiAP-CLIENT-WS
First -In Alerting Workstation with Client Software
1.00
$2,200.00
$2,200.00
FIAP-CORE-01S
First -In Alerting Platform 1 Station Package
1.00
$1,385.00
$1,385.00
FiAP-CORE-SS-PKG
First -In Alerting Platform Core Station Alerting Software with 5 Station License
1.00
$12,850.00
$12,850.00
FiAP-CORE-SVR-SD
First -In Alerting Platform Standard Server
1.00
$3,974.60
$3,974.60
FiAP-MSGN
SMS and Email Messaging Software
1.00
$4,850.00
$4,850.00
FRIC-LT
Radio Interface Controller (Lite) with 2 Keypads
1.00
$15,872.00
$15,872.00
4/11/2017 8:17 AM Prepared by: Zulema Gonzalez Page 1 of 1
NOTES:
1. In the event that taxes, other than sales tax apply to the purchase of
this equipment, said taxes will be paid by the customer.
2 . Quote is based on a properly working and installed CAD, radio
system(s), station radio(s) and does not include costs for repair or
modifications of the CAD, radio system(s), or station radio(s).
3. Any equipment drawings included with this quote are for quoting
purposes only and are not to be used as working drawings unless such
drawings are labeled "Installation Drawings". See attached Limited
Warranty.
Equipment Total
$41,131.60
Install Supplies
$0.00
Total Tax (7.7500000000 %)
$3,187.70
RAP Install, Commissioning, and Testing
$8,120.00
RAP Training
$2,030.00
One Year Toll Free Technical Support
$3,229.65
Project Coordination
$1,245.00
Special Engineering Services
$925.00
Total Amount
$59,868.95
Manufacturer's warranties apply on all parts. First -In warranty is provided by Westnet and consists of one-year parts and
labor. Warranty does not apply to damage resulting from outside agencies or extraneous circumstances. Installation labor
for any other items is ninety days. This quote is based on the reasonable assumption that the fire station is prepared to
accept the above listed parts and that any existing equipment involved with the fire station alarm be in good working order
or that it will be prior to commencement of the First -In installation. Westnet has made reasonable attempts to verify that
conditions are satisfactory such that installation may occur.However, should an occurrence arise where further parts,
labor and/or engineering are required, the customer may be billed at the Purchase Order rate. Any additional parts, labor
and/or engineering exceeding $250 will have prior approval, unless otherwise specified by the customer prior to
commencement.
4/11/2017 8:17 AM Prepared by: Zulema Gonzalez Page 1 of 1
15542 Chemical Lane
WESE Hun _
J Huntington Beach, CA 92649
Phone: 714-548-3500 Fax: 714-901-5610
(D I www. Fi rstl nAlerti ng. com
Quote: Costa Mesa Fire Department First -In Alerting Fire Station
Dispatch Receiving Equipment - GSA Pricing - REVISED 4
To: Costa Mesa Fire Deptartment From: Zulema Gonzalez
Costa Mesa Fire Deptartment
77 Fair Drive
Costa Mesa, CA 92626
Total Amount: $84,067.64 Quote ID: Q-02907-VOW9
Shipping Method: Ground Date: 4/10/2017
Payment Terms: 40% down, 50% upon delivery, 10% Effective To: 7/5/2017
upon acceptance.
Description: This Is a quote for the First -In Alerting Core Systems for (6) Fire Stations including installation, one year of onsite
and technical support. Customer is responsible for all network connectivity between dispatch and station, as well as
the CAD interface if network activation is desired. Customer is responsible to have the network equipment and
power within 6 feet of the Master Control Unit and radio location. Customer to provide VPN access to Westnet for
remote adjustments and support. Customer is responsible for any difference in sales tax rate.
Pricing Includes prevailing wage rate.
The pricing in this quote is in pursuant to GSA Schedule 84 GS -07F -0288X.
Clarifying Comments: First year maintenance/warranty is included in this pricing. Maintenance/warranty pricing includes "hot spare"
equipment and exchange service, remote system maintenance, station diagnostic testing, and monitoring of
reported trouble with integrated system operations. Westnet will provide all parts and labor necessary to restore
the equipment to working order in accordance with factory specifications in effect at the time the Equipment was
purchased. Quote includes UPS battery replacements. However, On -Line UPS replacement is not included and will
be invoiced separately.
Ship To:
Estimated Year 2 maintenance/warranty cost is $8,640 for (6) Core Systems. Subsequent years of
maintenance/warranty is subject to adjustment.
Bill To:
4/10/2017 3:06 PM Prepared by : Zulema Gonzalez Page 1 of 2
Product ID
Product
QTY
Price
Sub Total
FIN-Eth-TIO
Ethernet Data Activated First -In Type 10 MCU
6.00
$7,377.32
$44,263.92
INST-PM
Fire Station Alerting System Installation - Project Management
14.00
$159.60
$2,234.40
SCR26-24V1X
Control Remote with External Power Supply (controls up to 8 functions)
6.00
$1,192.94
$7,157.64
SS -CP
Smart Station Cabling
12.00
$64.84
$778.08
On -Line UPS Double Conversion w/ Mounting Bracket*
6.00
$855.85
$5,135.10
Sales Tax (7.75%)*
1 1.001
$4,513.19
.. $4,513.19
Station Equipment Installation Labor - Prevailing Wage*
1 66.851
$156.251
$10,445.31
4/10/2017 3:06 PM Prepared by : Zulema Gonzalez Page 1 of 2
NOTES:
1. In the event that taxes, other than sales tax apply to the
purchase of this equipment, said taxes will be paid by the
customer.
2. Quote is based on a properly working and installed CAD, radio
systems station radio(s) and does not include costs for repair
or modifications of the CAD, radio system(s), or station radio(s).
3. Any equipment drawings included with this quote are for quoting
purposes only and are not to be used as working drawings
unless such drawings are labeled "Installation Drawings". See
attached Limited Warranty.
Equipment Total
$74,527.64
Install Supplies
$900.00
Total Tax (7.7500000000 %)
$0.00
One Year Tall Free Technical Support
$0.00
On Site Warranty
$8,640.00
Total Amount
$84,067.64
Manufacturer's warranties apply on all parts. First -In warranty is provided by Westnet and consists of one-year parts
and labor. Warranty does not apply to damage resulting from outside agencies or extraneous circumstances.
Installation labor for any other items is ninety days. This quote is based on the reasonable assumption that the fire
station is prepared to accept the above listed parts and that any existing equipment involved with the fire station
alarm be in good working order or that it will be prior to commencement of the First -In installation. Westnet has
made reasonable attempts to verify that conditions are satisfactory such that installation may occur.However, should
an occurrence arise where further parts, labor and/or engineering are required, the customer may be billed at the
Purchase Order rate. Any additional parts, labor and/or engineering exceeding $250 will have prior approval, unless
otherwise specified by the customer prior to commencement.
4/10/2017 3:06 PM Prepared by : Zulema Gonzalez Page 2 of 2
I ■ ESTNE� 15542 Chemical Lane
r�
1 Huntington Beach, CA 92649
Phone: 714-548-3600 Fax: 714-901-5610
www. F i rstl nAlerti ng. com
Quote: Costa Mesa Fire Station #1 First -In Alerting System Trailer
Transition - GSA Pricing - REVISED 4
To: Costa Mesa Fire Deptartment From: Zulema Gonzalez
Costa Mesa Fire Deptartment
77 Fair Drive
Costa Mesa, CA 92626
Total Amount:
$19,911.24 Quote ID: Q-03191-Z6H7
Shipping Method:
Ground Date: 4/10/2017
Payment Terms:
40% down, 50% upon delivery, 10% Effective To: 7/4/2017
Product
upon acceptance.
Description:
This is a quote for the First -In Alerting equipment for Station #1 trailer including installation, onsite maintenance
INST-PM
and technical support. Pricing includes installing the equipment in the trailer, remove and relocate the equipment
2.50
from the trailer to the new Fire Station #1.
$399.00
The customer will need to provide an installed fire station radio with outside antenna, proper grounding and
Satellight (driven off Satellight Controller)
lightning arrester.
$294.26
The pricing in this quote is in pursuant to GSA Schedule 84 GS -07F -0288X. (*) indicates items not on GSA
SSATKIT-TBD
Schedule.
Clarifying Comments:
$47.88
$670.32
SSAT-M
Shipping
Ship To:
Bill To:
4/10/2017 4:02 PM Prepared by : Zulema Gonzalez Page 1 of 2
Product ID
Product
QTY
Price
Sub Total
INST-PM
Fire Station Alerting System Installation - Project Management
2.50
$159.60
$399.00
SSAT
Satellight (driven off Satellight Controller)
4.00
$294.26
$1,177.04
SSATKIT-TBD
Satellight Mounting Kit - TBD
14.00
$47.88
$670.32
SSAT-M
Satellight Controller
3.00
$598.47
$1,795.41
SS -CP
Smart Station Cabling
6.00
$64.84
$389.04
Core System Monthly Rental Fee (MCU, Control Remote, and UPS)*
1.00
$1,285,001
$1,285.00
Power Module Lite w/ Single Power Supply*
1.00
$985.001
$985.00
Sales Tax (7.75%)*
1.00
$545.741
$545.74
Station Equipment Installation Labor - Prevailing Wage*
68,991
$156.251
$10,779.69
4/10/2017 4:02 PM Prepared by : Zulema Gonzalez Page 1 of 2
NOTES:
1. In the event that taxes, other than sales tax apply to the
purchase of this equipment, said taxes will be paid by the
customer.
2. Quote is based on a properly working and installed CAD, radio
system(s), station radio(s) and does not include costs for repair
or modifications of the CAD, radio system(s), or station radio(s).
3. Any equipment drawings included with this quote are for quoting
purposes only and are not to be used as working drawings
unless such drawings are labeled "Installation Drawings". See
attached Limited Warranty.
Equipment Total
$18,026.24
Install Supplies
$740.00
Total Tax (7.7500000000 %)
$0.00
One Year Toll Free Technical Support
$0.00
On Site Warranty
$1,145.00
Total Amount
$19,911.24
Manufacturer's warranties apply on all parts. First -In warranty is provided by Westnet and consists of one-year parts
and labor. Warranty does not apply to damage resulting from outside agencies or extraneous circumstances.
Installation labor for any other items is ninety days. This quote is based on the reasonable assumption that the fire
station is prepared to accept the above listed parts and that any existing equipment involved with the fire station
alarm be in good working order or that it will be prior to commencement of the First -In installation. Westnet has
made reasonable attempts to verify that conditions are satisfactory such that installation may occur.However, should
an occurrence arise where further parts, labor and/or engineering are required, the customer may be billed at the
Purchase Order rate. Any additional parts, labor and/or engineering exceeding $250 will have prior approval, unless
otherwise specified by the customer prior to commencement.
4/10/2017 4:02 PM Prepared by: Zul®ma Gonzalez Page 2 of 2
1552 Chemicl Lane
D
Wir+�iMEr Hunt ngton Beach, CA 92649
Phone: 714-548-3500 Fax: 714-901-5610`
www.FirstInAlerting.com
Quote. Costa Mesa Fire Station Baker #2 First -In Alerting Station
Hardware - GSA Pricing - REVISED 4
To: Costa Mesa Fire Deptartment From: Zulema Gonzalez
Costa Mesa Fire Deptartment
77 Fair Drive
Costa Mesa, CA 92626
Total Amount: $35,862.66 Quote ID: Q-03088-Y5N7
Shipping Method: Ground Date: 4/10/2017
Payment Terms: 40% down, 50% upon delivery, 10% Effective To: 7/4/2017
upon acceptance.
Description: This is a quote for the First -In Alerting Smart Station additions including installation and one year of maintenance.
Customer is responsible for any difference in sales tax rate. Quote does not include conduit of more than 20 feet, If
required. Customer to provide VPN access to Westnet for remote adjustments and support. Customer is
responsible to provide 110V outlet for the Alerting Endpoint Display that is 40" and larger.
Plumber and Electrician will be required to install electric valve in gas line to stove and modify the building wiring
and plumbing to accommodate the Appliance Controller, Pricing assumes each station's appliance has electric
ignition.
Quote includes prevailing wage rate. Client agrees to pay additional wages if the rate is different.
The pricing in this quote is in pursuant to GSA Schedule 84 GS -07F -0288X. (*) indicates items not on GSA
Schedule.
Clarifying Comments: The only Westnet tested and accepted appliance controller natural gas valve is the ASCO Red Hat Normally Open
gas valve with any one of the following part numbers: 8215BO60: 8215B050: 8215BO30: The valve must be
specified for 24V AC.
Client is responsible to provide a scissor lift and transporting it to each station prior to install.
First year maintenance/warranty is included in this pricing. Maintenance/warranty pricing includes "hot spare"
equipment and exchange service, remote system maintenance, station diagnostic testing, and monitoring of
reported trouble with integrated system operations. Westnet will provide all parts and labor necessary to restore
the equipment to working order in accordance with factory specifications in effect at the time the Equipment was
purchased. Quote Includes UPS battery replacements. However, On -Line UPS replacement is not included and will
be invoiced separately.
Estimated Year 2 maintenance/warranty cost is $1,800. Subsequent years of maintenance/warranty is subject to
adjustment.
Shipping Information
Ship To:
Bill To:
4/10/2017 3:52 PM Prepared by: Zulema Gonzalez Page 1 of 2
Product ID
Product I QTY Price
Sub Total
FIN -AUX -U01
First -In MCU Auxiliary Module Lite 1 1.00 $633.40
$633.40
INST-PM
Fire Station Alerting System Installation - Project Management 1 9.00 $159.60
$1,436.40
4/10/2017 3:52 PM Prepared by: Zulema Gonzalez Page 1 of 2
Product ID Product
QTY
Price
Sub Total
SHPA150 High Power Paging Audio Module (includes one speaker)
1.00
$1,491.23
$1,491.23
SSAT Satellight (driven off Satellight Controller)
4.00
$294.26
$1,177.04
SSATKIT-TBD Satellight Mounting Kit - TBD
7.00
$47.88
$335.16
SSAT-M Satellight Controller
3.00
$598.47
$1,795.41
SS-CI5C-M Company Indicator (Apparatus Bay)
1.00
$822.92
$822.92
SS -CP Smart Station Cabling
11.00
$64.841
$713.24
SS-SAIU-10 Appliance and Systems Interface Unit
1.00
$1,920.15
$1,920.15
SS -TIM -01 Telephone Interface Module
1.00
$1,196.98
$1,196.98
SS-TTMR-M Turnout Timer (Medium)
1.00
$822.92
$822.92
Power Module Lite w/ Single Power Supply*
2.00
$985.00
$1,970.00
On -Line UPS Double Conversion w/ Mounting Bracket*
1.00
$855.85
$855.85
Dorm Remote w/ Mounting Kit & Remote Ltg.
1 1.001
$1,113.69
$1,113.69
Sales Tax (7.75%)*
1 1.001
$1,192.96
$1,192.96
Station Equipment Installation Labor - Prevailing Wage*
1 97.89
$156.25
$15,295.31
NOTES:
1. In the event that taxes, other than sales tax apply to the
purchase of this equipment, said taxes will be paid by the
customer.
2. Quote is based on a properly working and installed CAD, radio
system(s), station radios) and does not include costs for repair
or modifications of the CAD, radio system(s), or station radio(s).
3. Any equipment drawings included with this quote are for quoting
purposes only and are not to be used as working drawings
unless such drawings are labeled "Installation Drawings'. See
attached Limited Warranty.
Equipment Total
$32,772.66
Install Supplies
$540.00
Total Tax (7.7500000000 %)
$0.00
One Year Toll Free Technical Support
$0.00
On Site Warranty
$1,275.00
Special Engineering Services
$1,275.00
Total Amount
$35,862.66
Manufacturer's warranties apply on all parts. First -In warranty is provided by Westnet and consists of one-year parts
and labor. Warranty does not apply to damage resulting from outside agencies or extraneous circumstances.
Installation labor for any other items is ninety days. This quote is based on the reasonable assumption that the fire
station is prepared to accept the above listed parts and that any existing equipment involved with the fire station
alarm be in good working order or that it will be prior to commencement of the First -In installation. Westnet has
made reasonable attempts to verify that conditions are satisfactory such that installation may occur.However, should
an occurrence arise where further parts, labor and/or engineering are required, the customer may be billed at the
Purchase Order rate. Any additional parts, labor and/or engineering exceeding $250 will have prior approval, unless
otherwise specified by the customer prior to commencement.
If payment is not received by 30 (thirty) days from the date of invoice, a late charge of 1.5% per
month of the unpaid balance will be charged to that particular invoice.
4/10/2017 3:52 PM Prepared by: 2ulema Gonzalez Page 2 of 2
'/ EST NET Huntington Beach, 15542 Chemicl Lane
r -CA 92649
,i/
Phone: 714-548-3500 Fax: 714-901-5610
www.FirstInAlerting.com
Quote: Costa Mesa Fire Station Park #3 First -In Alerting Station
Hardware - GSA Pricing - REVISED 4
To: Costa Mesa Fire Deptartment From: Zulema Gonzalez
Costa Mesa Fire Deptartment
77 Fair Drive
Costa Mesa, CA 92626
Total Amount: $43,384.93 Quote ID: Q -03089-1-5L1
Shipping Method: Ground Date: 4/10/2017
Payment Terms: 40% down, 50% upon delivery, 10% Effective To: 7/4/2017
upon acceptance.
Description: This is a quote for the First -In Alerting Smart Station additions Including installation and one year of maintenance.
Customer is responsible for any difference in sales tax rate. Quote does not Include conduit of more than 20 feet, if
required. Customer to provide VPN access to Westnet for remote adjustments and support,
Plumber and Electrician will be required to install electric valve in gas line to stove and modify the building wiring
and plumbing to accommodate the Appliance Controller. Pricing assumes each station's appliance has electric
ignition.
Quote includes prevailing wage rate. Client agrees to pay additional wages if the rate is different.
The pricing in this quote is in pursuant to GSA Schedule 84 GS -07F -0288X. (*) indicates items not on GSA
Schedule.
Clarifying Comments: The only Westnet tested and accepted appliance controller natural gas valve is the ASCO Red Hat Normally Open
gas valve with any one of the following part numbers: 8215B060: 82158050: 82158030: The valve must be
specified for 24V AC.
Client is responsible to provide a scissor lift and transporting it to each station prior to install.
First year maintenance/warranty is included in this pricing. Maintenance/warranty pricing includes "hot spare"
equipment and exchange service, remote system maintenance, station diagnostic testing, and monitoring of
reported trouble with integrated system operations. Westnet will provide all parts and labor necessary to restore
the equipment to working order in accordance with factory specifications in effect at the time the Equipment was
purchased. Quote includes UPS battery replacements. However, On -Line UPS replacement is not included and will
be invoiced separately.
Estimated Year 2 maintenance/warranty cost is $1,800. Subsequent years of maintenance/warranty is subject to
adjustment.
Shipping Information
Ship To:
Bill To:
1- .
Product ID
Product
QTY
Price
Sub Total
FIN -AUX -U01
First -In MCU Auxiliary Module Lite
1.00
$633.40
$633.40
INST-PM
Fire Station Alerting System Installation - Project Management
9.00
$159.60
$1,436.40
SHPA150-D
High Power Paging Audio Module (includes two speakers)
1.001
$1,870.281
$1,870.28
4/10/2017 3:14 PM Prepared by : Zulema Gonzalez Page 1 of 2
Product ID Product
QTY
Price
Sub Total
SSAT Satellight (driven off Satellight Controller)
8.00
$294.26
$2,354.08
SSATKIT-TBD Satellight Mounting Kit - TBD
10.00
$47.88
$478.80
SSAT-M Satellight Controller
2.00
$598.47
$1,196.94
SS-CI5C-M Company Indicator (Apparatus Bay)
1.00
$822.92
$822.92
SS -CP Smart Station Cabling
15.00
$64.84
$972.60
SS-SAIU-10 Appliance and Systems Interface Unit
1.00
$1,920.15
$1,920.15
SS -TIM -01 Telephone Interface Module
1.00
$1,196.981
$1,196.98
SS-TTMR-M Turnout Timer (Medium)
1.00
$822.92
$822.92
On -Line UPS Double Conversion w/ Mounting Bracket*
1.00
$855.85
$855.85
Power Module Lite w/ Single Power Supply*
2.00
$985.00
$1,970.00
Dorm Remote w/ Mounting Kit & Remote Ltg.
3.00
$1,113.69
$3,341.07
Sales Tax (7.75%)*
1.00
$1,506.29
$1,506.29
Station Equipment Installation Labor- Prevailing Wage*
118.121
$156.25
$18,456.25
NOTES:
1. In the event that taxes, other than sales tax apply to the
purchase of this equipment, said taxes will be paid by the
customer.
2. Quote is based on a properly working and installed CAD, radio
system(s), station radio(s) and does not include costs for repair
or modifications of the CAD, radio system(s), or station radio(s).
3. Any equipment drawings included with this quote are for quoting
purposes only and are not to be used as working drawings
unless such drawings are labeled "Installation Drawings". See
attached Limited Warranty.
Equipment Total
$39,834.93
Install Supplies
$1,000.00
Total Tax (7.7500000000 %)
$0.00
One Year Toll Free Technical Support
$0.00
On Site Warranty
$1,275.00
S ectal Engineering Services
P
$1,275.00
Total Amount
$43,384.93
Manufacturer's warranties apply on all parts. First -In warranty is provided by Westnet and consists of one-year parts
and labor. Warranty does not apply to damage resulting from outside agencies or extraneous circumstances.
Installation labor for any other items is ninety days. This quote is based on the reasonable assumption that the fire
station is prepared to accept the above listed parts and that any existing equipment involved with the fire station
alarm be in good working order or that it will be prior to commencement of the First -In installation. Westnet has
made reasonable attempts to verify that conditions are satisfactory such that installation may occur.However, should
an occurrence arise where further parts, labor and/or engineering are required, the customer may be billed at the
Purchase Order rate. Any additional parts, labor and/or engineering exceeding $250 will have prior approval, unless
otherwise specified by the customer prior to commencement.
If payment is not received by 30 (thirty) days from the date of invoice, a late charge of 1.5% per
month of the unpaid balance will be charged to that particular invoice.
4/10/2017 3:14 PM Prepared by: Zulema Gonzalez Page 2 of 2
EyS! ET Hunt n ngt Beach, 1552 Chemicl Lane 9ft
r -CA 92649
Phone: 714-548-3500 Fax: 714.901-5610(D I '
www.FirstinAlerting.com
Quote; Costa Mesa Fire Station Placentia #4 First -In Alerting Station
Hardware - GSA Pricing - REVISED 4
To: Costa Mesa Fire Deptartment From: Zulema Gonzalez
Costa Mesa Fire Deptartment
77 Fair Drive
Costa Mesa, CA 92626
Total Amount: $40,378.65 Quote ID: Q-03090-FOK8
Shipping Method: Ground Date: 4/10/2017
Payment Terms: 40% down, 50% upon delivery, 10% Effective To: 7/5/2017
upon acceptance.
Description: This is a quote for the First -In Alerting Smart Station additions Including installation and one year of maintenance.
Customer is responsible for any difference in sales tax rate. Quote does not include conduit of more than 20 feet, If
required. Customer to provide VPN access to Westnet for remote adjustments and support.
Plumber and Electrician will be required to install electric valve in gas line to stove and modify the building wiring
and plumbing to accommodate the Appliance Controller. Pricing assumes each station's appliance has electric
ignition.
Quote includes prevailing wage rate. Client agrees to pay additional wages if the rate is different.
The pricing in this quote is in pursuant to GSA Schedule 84 GS -07F -0288X. (*) indicates items not on GSA
Schedule.
Clarifying Comments: The only Westnet tested and accepted appliance controller natural gas valve is the ASCO Red Hat Normally Open
gas valve with any one of the following part numbers: 8215B060: 82158050: 8215B030: The valve must be
specified for 24V AC.
Client is responsible to provide a scissor lift and transporting it to each station prior to install.
First year maintenance/warranty is included in this pricing. Maintenance/warranty pricing includes "hot spare"
equipment and exchange service, remote system maintenance, station diagnostic testing, and monitoring of
reported trouble with integrated system operations. Westnet will provide all parts and labor necessary to restore
the equipment to working order in accordance with factory specifications in effect at the time the Equipment was
purchased. Quote includes UPS battery replacements. However, On -Line UPS replacement is not included and will
be invoiced separately.
Estimated Year 2 maintenance/warranty cost is $1,800. Subsequent years of maintenance/warranty is subject to
adjustment.
Shipping Information
Ship To:
Bill To:
I sig Fn
Product ID
Product
QTY
Price
Sub Total
FIN-AUX-LOl
First -In MCU Auxiliary Module Lite
1.00
$633.40
$633.40
INST-PM
Fire Station Alerting System Installation - Project Management
9.00
$159,60
$1,436.40
SHPA150-D
High Power Paging Audio Module (includes two speakers)
1700F$1,870.28
$1,870.28
4/10/2017 4:12 PM Prepared by : Zulema Gonzalez Page 1 of 2
Product ED Product
QTY
Price
Sub Total
SSAT Satellight (driven off Satellight Controller)
7.00
$294.26
$2,059.82
SSATKIT-TBD Satellight Mounting Kit - TBD
10.00
$47.88
$478.80
SSAT-M Satellight Controller
2,00
$598.47
$1,196.94
SS-CI5C-M Company Indicator (Apparatus Bay)
1.00
$822.92
$822.92
SS -CP Smart Station Cabling
12.00
$64.84
$778.08
SS-SAIU-10 Appliance and Systems Interface Unit
L001
$1,920.15
$1,920.15
SS -TIM -01 Telephone Interface Module
1.00
$1,196.98
$1,196.98
SS-TTMR-M Turnout Timer (Medium)
1.00
$822.92
$822.92
Dorm Remote Flush Mount Lamp (Red Light)*
1.00
$172,00
$172.00
Power Module Lite w/ Single Power Supply*
2.00
$985.00
$1,970.00
On -Line UPS Double Conversion w/ Mounting Bracket*
1.00
$855.85
$855.85
Dorm Remote w/ Mounting Kit & Remote Ltg.
2.00
$1,113.69
$2,227.38
Sales Tax(7.75%)*1.00
$1,369.85
$1,369.85
Station Equipment Installation Labor- Prevailing Wage*
111.02
$156.25
$17,346.88
NOTES:
1. In the event that taxes, other than sales tax apply to the
purchase of this equipment, said taxes will be paid by the
customer.
2. Quote is based on a properly working and installed CAD, radio
system(s), station radio(s) and does not include costs for repair
or modifications of the CAD, radio system(s), or station radio(s).
3. Any equipment drawings included with this quote are for quoting
purposes only and are not to be used as working drawings
unless such drawings are labeled "Installation Drawings'. See
attached Limited Warranty.
Equipment Total
$37,158.65
install Supplies
$670.00
Total Tax (7.7500000000 %)
$0.00
One Year Toll Free Technical Support
$0.00
On Site Warranty
$1,275.00
Special Engineering Services
$1,275.00
Total Amount
$40,378.65
Manufacturer's warranties apply on all parts. First -In warranty is provided by Westnet and consists of one-year parts
and labor. Warranty does not apply to damage resulting from outside agencies or extraneous circumstances.
Installation labor for any other items is ninety days. This quote is based on the reasonable assumption that the fire
station is prepared to accept the above listed parts and that any existing equipment involved with the fire station
alarm be in good working order or that it will be prior to commencement of the First -In installation. Westnet has
made reasonable attempts to verify that conditions are satisfactory such that installation may occur.However, should
an occurrence arise where further parts, labor and/or engineering are required, the customer may be billed at the
Purchase Order rate. Any additional parts, labor and/or engineering exceeding $250 will have prior approval, unless
otherwise specified by the customer prior to commencement.
If payment is not received by 30 (thirty) days from the date of invoice, a late charge of 1.5% per
month of the unpaid balance will be charged to that particular invoice.
4/10/2017 4:12 PM Prepared by : Zulema Gonzalez Page 2 of 2
ESTN "r Huntington Beach,
15542 Chemicl Lane
01 r -CA 92649
Phone: 714-548-3500 Fax: 714-901-5610
www.FirstInAlerting.com I W
Quote: Costa Mesa Fire Station Civic Center #5 First -In Alerting Station
Hardware - GSA Pricing - REVISED 4
To: Costa Mesa Fire Deptartment From: Zulema Gonzalez
Costa Mesa Fire Deptartment
77 Fair Drive
Costa Mesa, CA 92626
Total Amount: $46,540.35 Quote ID: 0-03091-D1Z7
Shipping Method: Ground Date: 4/11/2017
Payment Terms: 40% down, 50% upon delivery, 10% Effective To: 7/5/2017
upon acceptance.
Description: This is a quote for the First -In Alerting Smart Station additions including installation and one year of maintenance.
Customer is responsible for any difference in sales tax rate. Quote does not include conduit of more than 20 feet, if
required. Customer to provide VPN access to Westnet for remote adjustments and support.
Plumber and Electrician will be required to install electric valve in gas line to stove and modify the building wiring
and plumbing to accommodate the Appliance Controller. Pricing assumes each station's appliance has electric
ignition.
Quote includes prevailing wage rate. Client agrees to pay additional wages if the rate is different.
The pricing in this quote is in pursuant to GSA Schedule 84 GS -07F -0288X. (*) indicates items not on GSA
Schedule.
Clarifying Comments: The only Westnet tested and accepted appliance controller natural gas valve is the ASCO Red Hat Normally Open
gas valve with any one of the following part numbers: 8215B060: 8215B050: 8215B030: The valve must be
specified for 24V AC.
Client is responsible to provide a scissor lift and transporting it to each station prior to install.
First year maintenance/warranty is Included in this pricing. Maintenance/warranty pricing includes "hot spare"
equipment and exchange service, remote system maintenance, station diagnostic testing, and monitoring of
reported trouble with integrated system operations. Westnet will provide all parts and labor necessary to restore
the equipment to working order in accordance with factory specifications in effect at the time the Equipment was
purchased. Quote includes UPS battery replacements. However, On -Line UPS replacement is not included and will
be invoiced separately.
Estimated Year 2 Maintenance cost is $1,800. Subsequent years of maintenance/warranty is subject to adjustment.
Shipping Information
Ship To:
Bill To:
4/11/2017 7:25 AM Prepared by: Zulema Gonzalez Page 1 of 2
Product ID
Product
QTY
Price
Sub Total
FIN -AUX -LOS
First -In MCU Auxiliary Module Lite
1.00
$633.40
$633.40
INST-PM
Fire Station Alerting System Installation - Project Management
9.00
$159.60
$1,436.40
SHPA150-D
High Power Paging Audio Module (Includes two speakers)
1.00
$1,870.28
$1,870.28
4/11/2017 7:25 AM Prepared by: Zulema Gonzalez Page 1 of 2
Product ID Product
QTY
Price
Sub Total
SSAT Satellight (driven off Satellight Controller)
6.00
$294.26
$1,765.56
SSATKIT-TBD Satellight Mounting Kit - TBD
10.00
$47.88
$478.80
SSAT-M Satellight Controller
4.00
$598.47
$2,393.88
SS-CI5C-M Company Indicator (Apparatus Bay)
1.00
$822.92
$822.92
SS -CP Smart Station Cabling
13.00
$64.84
$842.92
SS-SAIU-10 Appliance and Systems Interface Unit
1,001
$1,920.15
$1,920.15
SS -TIM -01 Telephone Interface Module
1.00
$1,196.96
$1,196.98
SS-TTMR-M Turnout Timer (Medium)
1.00
$822.92
$822.92
On -Line UPS Double Conversion w/ Mounting Bracket*
1.00
$855.85
$855.85
Power Module Lite w/ Single Power Supply*
2.00
$985.00
$1,970.00
Dorm Remote w/ Mounting Kit & Remote Ltg.
4.00
$1,113.69
$4,454.76
Sales Tax (7.75%)*
1.00
$1,653.34
$1,653.34
Station Equipment Installation Labor - Prevailing Wage*
1 125.231
$156.25
$19,567.19
NOTES:
1. In the event that taxes, other than sales tax apply to the
purchase of this equipment, said taxes will be paid by the
customer.
2. Quote isa properly working and installed CAD, radio
system(s), station radio(s) and does not include costs for repair
or modifications of the CAD, radio system(s), or station radio(s).
3. Any equipment drawings included with this quote are for quoting
purposes only and are not to be used as working drawings
unless such drawings are labeled "Installation Drawings". See
attached Limited Warranty.
Equipment Total
$42,685.35
Install Supplies
$1,305.00
Total Tax (7.7500000000 %)
Totalon
$0.00
One Year Toll Free Technical Support
$0.00
On Site Warranty
$1,275.00
Special Engineering Services
p
$1,275.00
Total Amount
$46,540.35
Manufacturer's warranties apply on all parts. First -In warranty is provided by Westnet and consists of one-year parts
and labor. Warranty does not apply to damage resulting from outside agencies or extraneous circumstances.
Installation labor for any other items is ninety days. This quote is based on the reasonable assumption that the fire
station is prepared to accept the above listed parts and that any existing equipment involved with the fire station
alarm be in good working order or that it will be prior to commencement of the First -In installation. Westnet has
made reasonable attempts to verify that conditions are satisfactory such that installation may occur.However, should
an occurrence arise where further parts, labor and/or engineering are required, the customer may be billed at the
Purchase Order rate. Any additional parts, labor and/or engineering exceeding $250 will have prior approval, unless
otherwise specified by the customer prior to commencement.
if payment is not received by 30 (thirty) days from the date of invoice, a late charge of 1.5% per
month of the unpaid balance will be charged to that particular invoice.
4/11/2017 7:25 AM Prepared by: Zulema Gonzalez Page 2 of 2
WESME 1Chemical Lane
jf r',,� ty Huntingtongto n Beach, CA 92649
Phone: 714-548-3500 Fax: 714-901-5610
www.FirstinAlerting.com iv
Quote: Costa Mesa Fire Station Metro #6 First -In Alerting Station
Hardware - GSA Pricing - REVISED 4
To: Costa Mesa Fire Deptartment From: Zulema Gonzalez
Costa Mesa Fire Deptartmenl
77 Fair Drive
Costa Mesa, CA 92626
Total Amount: $39,483.36 Quote ID: Q-03092-QOJ5
Shipping Method: Ground Date: 4/10/2017
Payment Terms: 40% down, 50% upon delivery, 10% Effective To: 7/5/2017
upon acceptance.
Description: This is a quote for the First -In Alerting Smart Station additions including installation and one year of maintenance.
Customer is responsible for any difference in sales tax rate. Quote does not include conduit of more than 20 feet, if
required. Customer to provide VPN access to Westnet for remote adjustments and support. Customer is
responsible to provide 110V outlet for the Alerting Endpoint Display that is 40" and larger.
Plumber and Electrician will be required to install electric valve in gas line to stove and modify the building wiring
and plumbing to accommodate the Appliance Controller. Pricing assumes each station's appliance has electric
ignition.
Quote includes prevailing wage rate. Client agrees to pay additional wages if the rate is different.
The pricing in this quote Is In pursuant to GSA Schedule 84 GS -07F -0288X. (*) indicates items not on GSA
Schedule.
Clarifying Comments: The only Westnet tested and accepted appliance controller natural gas valve is the ASCO Red Hat Normally Open
gas valve with any one of the following part numbers: 8215B060: 8215B0SO: 82158030: The valve must be
specified for 24V AC.
Client is responsible to provide a scissor lift and transporting it to each station prior to install.
First year maintenance/warranty is included in this pricing. Maintenance/warranty pricing includes "hot spare"
equipment and exchange service, remote system maintenance, station diagnostic testing, and monitoring of
reported trouble with integrated system operations. Westnet will provide all parts and labor necessary to restore
the equipment to working order in accordance with factory specifications in effect at the time the Equipment was
purchased. Quote includes UPS battery replacements. However, On -Line UPS replacement is not included and will
be invoiced separately.
Estimated Year 2 Maintenance cost is $1,800. Subsequent years of maintenance/warranty is subject to adjustment.
Shipping Information
Ship To:
Bill To:
e•
Product ID
Product
QTY
Price
Sub Total
FIN-AUX-LO1
First -In MCU Auxiliary Module Lite
1.00
$633.40
$633.40
INST-PM
Fire Station Alerting System Installation - Project Management
9.00
$159.601
$1,436.40
SHPA150
High Power Paging Audio Module (includes one speaker)
1.00
$1,491.23
$1,491.23
4/10/2017 3:09 PM Prepared by : Zulema Gonzalez Page 1 of 2
Product ID Product
QTY
Price
Sub Total
SSAT Satellight (driven off Satellight Controller)
7.00
$294.26
$2,059.82
SSATKIT-TBD Satellight Mounting Kit - TBD
9.00
$47.88
$430.92
SSAT-M Satellight Controller
2.00
$598.47
$1,196.94
SS-CI5C-M Company Indicator (Apparatus Bay)
1.00
$822.92
$822.92
SS -CP Smart Station Cabling
10.00
$64.84
$648.40
SS-SAIU-10 Appliance and Systems Interface Unit
1.001
$1,920.15
$1,920.15
SS -TIM -01 Telephone Interface Module
1.001
$1,196.98
$1,196.98
SS-TTMR-M Turnout Timer (Medium)
1.00
$822.92
$822.92
Power Module w/ Hub & Spoke Controller & Dual Power Supplies* 1.001
$2,338.53
$2,338.53
Dorm Remote w/ Mounting Kit & Remote Ltg.
4.00
$1,113.69
$4,454.76
Sales Tax (7.75%)*
1.00
$1,444.37
$1,444.37
Station Equipment Installation Labor - Prevailing Wage*
98.66
$156.25
$15,415.62
NOTES:
1. In the event that taxes, other than sales tax apply to the
purchase of this equipment, said taxes will be paid by the
customer.
2. Quote sbased on a properly working and installed CAD, radio
system(s), station radio(s) and does not include costs for repair
or modifications of the CAD, radio system(s), or station radio(s).
3. Any equipment drawings included with this quote are for quoting
purposes only and are not to be used as working drawings
unless such drawings are labeled "Installation Drawings". See
attached Limited Warranty.
Equipment Total
$36,313.36
Install Supplies
$620.00
Total Tax (7.7500000000 %)
$0.00
One Year Toll Free Technical Support
$0.00
On Site Warranty
$1,275.00
Special Engineering Services
pg g
$1,275.00
Total Amount
$39,483.36
Manufacturer's warranties apply on all parts. First -in warranty is provided by Westnet and consists of one-year parts
and labor. Warranty does not apply to damage resulting from outside agencies or extraneous circumstances.
Installation labor for any other items is ninety days. This quote is based on the reasonable assumption that the fire
station is prepared to accept the above listed parts and that any existing equipment involved with the fire station
alarm be in good working order or that it will be prior to commencement of the First -In installation. Westnet has
made reasonable attempts to verify that conditions are satisfactory such that installation may occur.However, should
an occurrence arise where further parts, labor and/or engineering are required, the customer may be billed at the
Purchase Order rate. Any additional parts, labor and/or engineering exceeding $250 will have prior approval, unless
otherwise specified by the customer prior to commencement.
If payment is not received by 30 (thirty) days from the date of invoice, a late charge of 1.5% per
month of the unpaid balance will be charged to that particular invoice.
4/10/2017 3:09 PM Prepared by : Zulema Gonzalez Page 2 of 2
West Net Alerting System
Item
Westnet Alerting Platform Dispatch System Interface
Westnet Alerting Fire Station Disptach Receiving
Equpment. All Six Stations
Fire Station #1.1 Alerting System Hardware
Fire Station #2 Alerting System Hardware
Fire Station #3 Alerting System Hardware
Fire Station #4 Alerting System Hardware
Fire Station #5 Alerting System Hardware
Fire Station #6 Alerting System Hardware
Westnet Totals
Purchase Cost Quote #
$ 59,868.95 Q-02908-C6T6
$ 84,067.64
Q-02907-VOW9
$ 19,911.24
Q -03191-Z61-17
$ 35,862.66
Q -03088-Y51\17
$ 43,384.93
Q-03089-1-51-1
$ 40,378.65
Q-03090-FOK8
$ 46,540.35
Q-03091-D1Z7
$ 39,483.36
Q-03092-QOJ5
$ 369,497.78
ATTACHMENT 2
Annually Mainenance
Starting year two
$ 3,400.00
$
8,640.00
$
1,800.00
$
1,800.00
$
1,800.00
$
1,800.00
$
1,800.00
$ 21,040.00
A;erting System Totals - including CAD interface $ 369,497.78 $ 21,040.00
ATTACHMENT 3
CITY OF COSTA MESA, CALIFORNIA
CAPITAL IMPROVEMENT ,PROJECT
FISCAL YEAR 2015-2096
DEPARTMENT DIVISION PROGRAM
Fire Department Fire Administration Facility Maintenance, 50910 s
PROJECT TITLE PROJECT MANAGER ITEM
Station Alerting DC Fred Seguin 34
6
Account Fund Org Program Project
PROJECT ACCOUNT STRING: 500000 401 19200 50910 200074-
Ne+r; Prc�j, c V
3
Prlordy Classification,-
L� Class I Required by action of the City Council or legislation of another governmental agency,
j-A Class 11 Eliminates a hazard to public health or safety. Replaces an obsolete facility or maintains or better utilizes an existing `
facility. Benefits the City's economic base, Results in reduced operating costs or better service,
F] Class III Prevents a substantial reduction in an existing standard of City service due to population growth. Eliminates potential
hazard to health or safety, ar eliminates nuisance conditions.
,, Class IV Provides a new facility or asset or improves an existing standard of service. Provides programs to increase public
convenlence or comfort or projects having primary social, cultural, historic or aesthetic value,
FY 15-18 F FY 18-17 1 FY 17-18 FY 18.19 FY 19-20 FY 20.21 FY 21.22
Description of Expenditures
Architect Fees _
Construction
Engineering Fees c
Equipment
Inspection _ -
Land Acquisition -
Other Costs (please identify) 200,000
Total $ 200,000 Is $ $
Description of Resources
Capital Improvement Fund 200,000 `
Total rs 200,000 5 -
Project Justification Operating impact: $ -
The Fire Departments station alerting system is 30+ years old. When the new SunGard Computer Aided Dispatch (CAD)
system went live to replace Motorola (CAD) the current MOSCAD station alerting system in place became and is '
unstable. At this time it is unknown if the current MOSCAD alerting system can be fixed and made fully operational as -
it was prior to the new CAD. Estimates have been around $250,000.00 to possibly fix it however, this would be only a
band aid on the 30+ year ofd alerting system. A new state of the art alerting system can be purchased for '
approximately $200,000,00,
3
c
l�
GENERAL PLAN CONSISTENCY GOAL: POLICY; 0E3JECTIVE:
266
ATTACHMENT 4
CI rY COUNCIL AGENDA REPORT
MEETING DATE: (March 7,207 ITEM NUMBER: 0I3.1
SUBJECT: FINANCIAL UPDATE REPORT INCLUDING REVIEW 03F JUNE 30, 2016
CAFR, FY 16-17 MID -YEAR BUDGET REPORT and UPDATED FIVE-YEAR
FINANCIAL_ PLAN
DATE: February 28, 2017
FROM: FINANCE DEPARTMENT
PRESENTATION BY: STEPHEN DUNIVENT, INTERIM FINANCE DIRECTOR
FOR FURTHER INFORMATION CONTACT: STEPHEN DUNIVENI' 714.754.5243
RECOMMENDED ACTIONS:
1. From the June 30, 20116 CAFR:
a. Receive and file the FY 15-16 Comprehensive Annual Financial Report.
b. Approve FY 16-17 budget adjustments for the carryover of certain FY 15-16
encumbrances and other items as detailed in Attachment 1 B.
c. Approve recommended uses of the FY 15-16 net change in General Fund balance
(surplus) and authorize the City Manager to make the necessary budget adjustments
related to those recommendations as detailed in Attachment 1 C.
2. From the FY 16-17 Mid -year Budget Report:
a, Receive and file this report.
b. Approve allocation of the General Fund contingency account as listed in Attachment 2F.
c. Approve recommended FY 201617 budget adjustments as listed in Attachments 2G and
2H.
d. Provide direction on de -obligation of FY 13-14 funds for Fairview Park parking lot lighting
in the amount of $650,000, and allocation of this for other Master Plan improvements in
Fairview Park,
3. From the Updated Five-year Financial Plan:
a. Receive and file the Five-year Financial Flan,
b. Provide direction to staff regarding the issues raised in connection with the Five-year
Financial Plan and future priorities.
BACKGROUND:
The Comprehensive Annual Financial Report (CAFR) is prepared by the City's Finance Department
in conformity with generally accepted accounting principles and Governmental Accounting Standards
Board (GASB) requirements. It is audited by the independent public accounting firm of White Nelson
Diehl Evans LLP. The CAFR provides a point in time snapshot of financial information with some
historical trend information in the statistical section. As reported in the CAFR, General Fund revenues
were $8,168,676 or 7.2% above budget while expenses were $4,515,082 or 4.4% below budget. After
Financial Update Report i page 1
accounting for operating transfers for capital projects, the General Fund had a positive net change in
fund balance (surplus) of $10,656,510. The City has a great opportunity to use these one-time funds
to achieve several goals and fund important projects as guided by the financial and budget policy.
The City Council adopted the FY 2016-17 budget on June 21, 2016. The total budget was
$144,636,017 including the General Fund budget of $117,392,897. This report reviews the status of
FY 2016-17 General Fund revenues, expenditures, and other budget issues.
The last five-year financial plan was presented to Council on February 16, 2016. That plan forecasted
a deficit of $3,557,041 in year five. Since that time, FY 15-16 was completed and a balanced budget
for FY 16-17 was adopted. This report will recap the major assumptions and results of the updated
five-year financial plan.
ANALYSIS & FOLLOW UP ITEMS FROM THE FEBRUARY 14 2017 STUDY SESSION:
Please see the individual reports and their attachments.
During the February 14, 2017 study session on this report, the following items were requested. The
status of each is indicated below:
1. Can the City's unfunded pension liability be allocated between active employees and retirees?
This question was forwarded to the City's CalPERS actuary on February 24, 2017. Follow up
information will be provided to Council members when a response is received.
2. Send a copy of the reserves study to the Council members: A copy of the reserves study was
sent to Council members on February 23, 2017.
3. Apply CPI to the $55 million reserve goal: The $55 million goal will be increased by CPI next
year assuming the recommendation in this report regarding the FY 15-16 surplus is approved.
If the CPI remains at the current annual rate of 2.1% for the Los Angeles -Riverside -Orange
County area, the new goal would be $56,155,000.
4. Analyze the cause of the Self -Insurance fund negative balance: Information regarding the fund
balance was provided to Council on February 24, 2017,
5. Clarify the origins of the City's Fire Side Fund at CaIPERS: Information regarding this fund and
options for the future will be discussed in the Council's March 14 Special Meeting and be referred
to the Finance & Pension Advisory Committee for further study.
6. Clarify reasons for the less than 50% of the budget remaining in Development Services:
Attachment 2E indicated that the Administration Division of Development services had 44.63%
of its budget remaining. Departments are allowed to transfer funds among their divisions as
needed during the year. The total combined budget remaining for all four divisions of
Development Services is 55.56% and when the recommended contingency funds are added, the
budget remaining will be 56.87%.
7. Clarify the allocation of auto sales tax and on-line sales tax: Auto sales taxes are allocated to
city in which the auto dealer is located. Auto sales tax on private party sales in the County are
collected by the DMV and allocated to the Orange County sales tax pool. The City received
8,6% of the pool (compared to the City's 3.7% of the County population) in the most recent
quarter reported. On-line retail sales tax is generally allocated to the Orange County sales tax
pool. However, if the ordered item is delivered to a local store for pickup, the City receives the
sales tax,
8. Update the schedule of projected retirement rates for EE cost sharing: this will require additional
time and be provided in a separate report to Council members.
Financial Update Report I page 2
Regarding recommendations for Fairview Park funding, several projects proposed within Fairview Park
including the parking lot lighting, storm drain improvements at south edge of the park, construction of
bicycle trails, and cul-de-sac at Pacific Avenue are under review by the City Attorney's office regarding
their implementation process relative to the impact of Measure AA on these projects. Staff, in response
to concerns received from certain Council members regarding the parking lot lighting project, has
proceeded with the plans to rehabilitate the parking lot without this element. Staff requests Council
direction on de -obligation of funds for this project in the amount of $650,000, and allocation of this for
other Master Plan improvements in Fairview Park. In addition, this report recommends $350,000 of
the FY 15-16 general fund surplus be added to these funds for a total of $1,000,000 to be designated
into the new Fairview Park program code 20115 and be earmarked for the Fairview Park master plan
implementation, habitat restoration and park protection. An alternative approach would be to set up a
separate fund to account for these projects.
CONCLUSIONS:
The June 30, 2016 CAFR fairly and accurately represents the City's fiscal year financial results and
financial position as of June 30, 2016. The City has received a "clean" audit report as there have been
no management letter comments requiring management action or adjustments related to the CAFR.
The Finance Advisory Committee plans to review the CAFR on January 31, 2017.
The City's FY 2016-17 actual revenues and expenses in total are on track with budget expectations.
Including all recommended adjustments, the revised General Fund budget is $127,179,060 including
carryovers. The review and approval of the recommended budget changes will update the City's
budget to reflect the current revenue expectations and expenditure requirements that help enable the
City to continue providing the community with quality programs and services.
This updated Five-year Financial Plan is based on realistic and conservative revenues and expense
assumptions. It serves as a foundation for the annual budget process as well as an opportunity for
policy discussions.
Stephen Dunivent IrThomas R. Hatch
Interim Finance Director City Manager
Attachments:
1. Report on the June 30 2016 CAFR
2. FY 16-17 Mid -year Budget Report
3. Updated Five-year Financial Plan
Financial Update Report I page 3
Fund Balance and Reserves: Total General Fund balance and reserves reported in the last (June 30,
2016) CAFR are $64,472,461. (See page 66.) The March 3, 2015 Reserves Study set a goal of
$55,000,000 for fund balance and reserves to be achieved by annual allocations of up to $1,500,000
per year in years where there is a surplus. When the $55,000,000 goal is reached, it would be adjusted
annually thereafter by a CPI factor. The current amount above $55,000,000 is available for allocation
as discussed in the following section.
Surplus/Deficit:
The General Fund net change in fund balance (surplus) is $10,656,510. The City has
a great opportunity
to use these one-time funds to achieve several goals and fund important projects
as guided by the financial and budget policy, The recommendations for the use of the surplus are:
$ 1,184,049
Use to achieve the City's $55,000,000 general fund reserve goal
1,479,308
Fund carry over items from prior year
1,000,000
Help reduce the self-insurance fund negative balance
500,000
Reduce pension debt: additional payment to the CaIPERS Fire Side Fund
1,993,153
Next Gen 800 MHz public safety comm. system final installment ($5.3 m total cost)
1,500,000
Building permit replacement system --Development Services
1,100,000
HR/Payroll/Finance replacement system (estimated total need is $2,500,000)
1,000,000
Arlington bioswale project (est. additional cost before bids)
350,000
Fairview Park master plan implementation, habitat restoration & park protection
350,000
Fire station improvements: exhaust extraction system, call alerting system
200,000
Police Station improvements: Safety and maintenance issues
$ 10,656,510
Total
The Finance Advisory Committee (FAC) reviewed an early version of the recommended use of the
surplus on September 27, 2016. They recommended more funds to pay down the Fire side fund, more
funds to the Lions Park projects to reduce debt and less funds to other capital projects. Both the staff
recommendations above and the FAC recommendations are listed on Attachment 1 C,
CONCLUSIONS:
The June 30, 2016 CAFR fairly and accurately represents the City's fiscal year financial results and
financial position as of June 30, 2016, The City has received a "clean" audit report as there have been
no management letter comments requiring adjustments to the CAFR information. The resulting
surplus gives the City a great opportunity to achieve several goals and fund important projects.
RECOMMENDATIONS:
It is recommended that the Council receive and file this report as well as approve the other
recommended actions listed on page 1 of this report.
Attachments:
1A. Comprehensive Annual Financial Report June 30, 2016 available on-line at:
Selected CAFR pages including 18, W,_60-63, 66, 67, 100 & 101.
1 B. List of Prior Year Carry Over Purchase Orders and other carry over items
1 C. Recommended use of FY 15-16 net change in General Fund balance (surplus)
5.
CAFR June 30, 2016 1 page 3