The URL can be used to link to this page

Home My WebLink Aboutbocc.packet.10082014- IGA with Aspen Fire for Vehicle Maintenance AGENDA ITEM SUMMARY REGULAR MEETING DATE: October 8thth, 2014 AGENDA ITEM TITLE: A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF PITKIN COUNTY, COLORADO, TO ENTER INTO AN INTERGOVERNMENTAL AGREEMENT WITH ASPEN FIRE PROTECTION DISTRICT TO ALLOW THE COUNTY TO MAINTAIN, REPAIR, AND SUPPLY FUEL FOR THE DISTRICT'S VEHICLES STAFF RESPONSIBLE: Brian Pettet, Director of Public Works Jonah Frank, Fleet Manager ISSUE STATEMENT: The Aspen Fire Department (AFD) is in need of maintenance services for its fleet of vehicles and has approached the County to determine if this service could be provided. BACKGROUND: AFD has historically had equipment and vehicle maintenance for its 23 units provided by a service mechanic within its Department. This situation recently changed and AFD is in need of maintenance services for its fleet. Additionally, the County currently has a contract with AFD to provide limited fleet services in case AFD had an emergency situation. These two conditions prompted AFD to contact the County to see if an agreement could be made for the County to be the sole provider of fleet services to AFD. After several planning meetings, a fleet maintenance proposal has been developed,which the AFD Board has conceptually approved. The current labor compliment within Fleet(5 mechanics and 1 fleet manager) cannot absorb the maintenance of 23 additional, and mostly specialized, pieces of equipment. In order for the County to provide these services to AFD, an additional mechanic would need to be hired and specialized training would need to be completed(this training has been scheduled with existing mechanics and will be completed in the near future given that the County already has a fire truck at the Airport for which the training would be applied anyway). With this additional capacity and given the existing good-condition of AFD fleet, the Fleet Department should be able to provide high-priority maintenance service to AFD and still meet its primary obligations with County Departments. An additional mechanic would provide flexibility for the Department to respond during times when multiple vehicles or equipment are out of service and need emergency repair(usually in the winter time during large snow storms). Also,providing this service to AFD would allow the County to pay for some of the fixed facility, administration and overhead costs that currently exist at the Fleet shop through the shop rate fee of$110.00 per hour. Additionally, the agreement will specify a 15% surcharge for the cost of parts and tires and a 5% surcharge for providing fuel. These increases should cover the cost of administration of parts and fuel. Regardless of the amount of work completed on AFD fleet, AFD has agreed to a minimum fee of $45,000 for labor as their guarantee to offset some of the cost of the new mechanic. However, given past service records, it is expected that direct labor spent on AFD equipment will be approximately 900 hours annually, which would fully cover the County's additional expense (see table below). This agreement would be analyzed after the first year to ensure the County and AFD are satisfied with the arrangement. This is a fair starting point from which the County and AFD will benefit. The County benefits from obtaining additional department capacity by hiring a mechanic and having the hourly shop rate offset some of its fixed costs. AFD benefits by receiving priority maintenance service and record keeping for its fleet. Revenue Expense Fleet Mechanic's salary,worker comp,with benefits $82,000 Training $2,000 Uniform's $1,000 Boot&Tool allowance $1,000 IT Charge $2,000 Computer, every 4 years $2,000 $500 Fleet Managers Time, Over site, scheduling, $ 5,500 procurement help 100 hr at$55 hr $99,000 S88,500 Annual labor hour's projections 900 hrs. at$110 hr Total $104,500 $88,500 If the BOCC conceptually approves this agreement, an IGA will be developed outlining the agreement. This will be brought to the next available regular meeting. LINK TO STRATEGIC PLAN: Safe Community: A sense of personal and community safety Prosperous Economy: Responsible and accountable stewardship of County assets KEY DISCUSSION ITEMS: Does the BOCC desire take accept maintenance of AFD's fleet? Does the agreement provide adequate and fair value to the County, while providing quality service to AFD? BUDGETARY IMPACT: Initially the County would need to increase Fleet's Department budget by$88,500. It is expected that this expense would be exceeded by annual revenue through monthly invoicing and payments made to the County by AFD. RECOMMENDED BOCC ACTION: Approve resolution at public hearing on October 8th, 2014 A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF PITKIN COUNTY, COLORADO, TO ENTER INTO AN INTERGOVERNMENTAL AGREEMENT WITH ASPEN FIRE PROTECTION DISTRICT TO ALLOW THE COUNTY TO MAINTAIN, REPAIR, AND SUPPLY FUEL FOR THE DISTRICT'S VEHICLES RESOLUTION# -2014 Recitals 1. Aspen Fire Protection District, desires that Pitkin County Fleet Department provide maintenance and repair for their fleet of vehicles, including labor, parts and fuels; and 2. Both entities have determined that it is in the best interest of the citizens of Pitkin County and Aspen Fire Protection District to enter into a formal agreement setting forth the respective responsibilities and obligations for each entity; and 3. The entities believe they can more efficiently maximize the use of funds by working together; and 4. This Agreement is entered in to pursuant to inter alia, C.R.S. 29-1-201, et seq., and Article XIV, Section 10 of the Colorado Constitution. NOW THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Pitkin County, Colorado: that the Board approves the attached Intergovernmental Agreement with Aspen Fire Protection District which outlines the requirements and conditions for such maintenance, repair and fuels. INTRODUCED, FIRST READ, AND SET FOR PUBLIC HEARING ON THE DAY OF 2014. NOTICE OF PUBLIC HEARING PUBLISHED IN THE WEEKEND EDITION OF THE ASPEN TIMES ON DAY OF, 2014. NOTICE POSTED ON THE OFFICIAL PITKIN COUNTY WEBSITE ON , 2014. APPROVED UPON SECOND READING AND PUBLIC HEARING ON THE DAY OF ,2014. PUBLISHED AFTER ADOPTION IN THE WEEKEND EDITION OF THE ASPEN TIMES ON THE DAY OF ,2014 ATTEST: BOARD OF COUNTY COMMISSIONERS OF PITKIN COUNTY, COLORADO Jeanette Jones Date Robert A. Ittner, Jr. Chair Date APPROVED AS TO FORM: Laura C. Makar Date John Peacock Date Assistant County Attorney County Manager INTERGOVERNMENTAL AGREEMENT BETWEEN PITKIN COUNTY, COLORADO AND ASPEN FIRE PROTECTION DISTRICT FOR MAINTENANCE, REPAIR, AND FUELS OF THE ASPEN FIRE PROTECTION DISTRICTS VEHICLES Article One PARTIES THIS INTERGOVERNMENTAL AGREEMENT, ("Agreement") is made this day of , 2014, by and between the BOARD OF COUNTY COMMISSIONERS OF PITKIN COUNTY ("Pitkin County") and ASPEN FIRE PROTECTION DISTRICT ("Aspen Fire") Article Two RECITALS 1. Pitkin County and Aspen Fire are duly constituted governmental entities governed by boards elected by the qualified electors of each, both of which are located in Colorado; and 2. The entities believe they can more efficiently maximize the use of funds by working together; and 3. The purpose of this Agreement is to set forth the respective responsibilities and obligations of the entities; and 4. The entities have determined that it is in the best interests of the citizens of Pitkin County and Aspen Fire to enter into this Agreement; and 5. This Agreement is entered in to pursuant to inter alia, C.R.S. 29-I-201, et seq., and Article XIV, Section 10 of the Colorado Constitution. Article Three AGREEMENT NOW THEREFORE, for and in consideration of the mutual covenants and agreements of the parties and other good and valuable consideration, the adequacy and sufficiency of which is hereby acknowledged, the parties agree as follows: 1. This Agreement is for a one year term, which shall automatically renew for additional one year terms through 2020, unless terminated by either party by providing ninety (90) days written notice to the other party. 2. Beginning approximately in September 2014, the Pitkin County Fleet Department shall, as requested and as scheduled, perform pre-authorized repairs on vehicles and equipment for Aspen Fire. 3. Aspen Fire will pay Pitkin County a minimum service fee for labor in the amount of $45,000. This fee will be due at the end of the year less the amount paid through monthly billing for actual labor for the year. 4. Aspen Fire will reimburse Pitkin County for labor at the rate of$110.00 per hour and any parts and materials used to facilitate those repairs will be charged at Pitkin County's cost, with 15% surcharge on parts and a 5% surcharge on fuel. Pitkin County will invoice Aspen Fire monthly for labor and materials used. Aspen Fire shall remit payment to Pitkin County within thirty(30) days of receipt of invoice. 5. Pitkin County administrative time spent associated with this Agreement, including: scheduling, specialized parts procurement, documentation and reporting as requested by Aspen Fire, and other non-regular or specialized administrative tasks will be charged at $55.00 an hour. Time spent on regular parts ordering and fueling shall not be charged separately and is included in the above surcharges. 6. Emergency call out during non-business hours requiring over-time pay will be charged, $166 per hour from the time of call out until the employee or employees have returned home. 7. Pitkin County has liability and property damage insurance for any claims relating to work performed on behalf of the county. Aspen Fire has insurance which shall cover any liability in the event of nature disaster while Aspen Fire vehicles and equipment are parked at Pitkin County facilities. 8. This Agreement may be changed or modified only in writing by an agreement approved by the respective Boards and signed by the authorized representatives of Pitkin County and Aspen Fire Protection District. 9. Should one or more sections of provisions of the Agreement be judicially adjudged invalid or unenforceable, such judgment shall not affect, impair or invalidate the remaining provisions of this Agreement, the intention being that the various sections and provisions hereof are severable. 10. The parties acknowledge and agree that Pitkin County's obligations under this Agreement are subject to Pitkin County's annual right to budget and appropriate the sums necessary to provide the services set forth herein. No provisions of the Agreement shall constitute a mandatory requirement in any ensuing fiscal year beyond the then current fiscal year of Pitkin County. 11. Written notices required under this Agreement and all other correspondence between the parties shall be directed to the following and shall be deemed received when hand- delivered or three (3) days after being sent by certified mail, return receipt requested: Pitkin County Board of County Commissioners c/o Pitkin County Manager 530 East Main Street, Suite 302 Aspen, Colorado 81611 Aspen Fire Protection District c/o Fire Chief 420 E Hopkins Ave Aspen, Colorado 81611 The foregoing Intergovernmental Agreement is approved by the Board of County Commissioners of Pitkin County at its regular meeting held on the day of 2014, and by the Board of Aspen Fire Protection District at its regular meeting held on the day of , 2014. ATTEST: BOARD OF COUNTY COMMISSIONERS OF PITKIN COUNTY, COLORADO By: Clerk of the Board Robert A. Ittner, Jr. Chair ATTEST: ASPEN FIRE PROTECTION DISTRICT OF PITKIN COUNTY, COLORADO By: Clerk of the Board Jack Simmons, President Budget Supplemental Request For increases above budgeted revenues or expenditures; new or increased programs, services, or personnel; transfers over$50,000; or transfers across funds. Project/Service Name: Fleet/Aspen Fire IGA Work Session Date: Oct.8,2014 Department: Fleet Budget Year: 2014 Request Type: Adjustment to Operations Adjustment Type: Change to Annual Budget Fund: Fleet Cost Center& Capital Fund Staff Responsible: Jonah Frank Prepared By: Reviewed by Finance Staff- Name: Date: 1) PROJECT DESCRIPTION AND FISCAL IMPACT: Please see Agenda Item Summary from September 24, 2014. 2) STRATEGIC PLAN GOAL(S)ADVANCED: Safe Community:A sense of personal and community safety Prosperous Economy: Responsible and accountable stewardship of County assets 3) REQUESTED EXPENDITURE APPROPRIATIONS: Full Cost of Project Expenditure Original Budget Total Adjusted Line Item Description Account Coding Amount Increase/ Budget (Decrease) Prorated for 2 Months: Fleet Mechanic Salary&Benefits 505.52.00000.81516 0 9,665 9,665 Fitness/Wellness 505.52.00000.81973 5,514 153 5,667 Health Insurance 505.52.00000.81974 131,560 3,167 134,727 Education &Training 505.52.00000.82600 5,250 333 5,583 Clothing Allowance 505.52.00000.83772 6,000 333 6,333 Computer 505.52.00919.83615 7,000 2,000 9,000 Total New Appropriations 15,651 4) FUNDING NEW REVENUE APPROPRIATIONS: Revenue Original Budget Total Adjusted Line Item Description Account Coding Amount Increase/ Budget (Decrease) AFD Service Fee 505.52.00000.62872 0 15,651 15,651 Total New Revenue 15,651 USE OF FUND BALANCE: 0 Total Funding 15,651 5) NET CHANGE TO FUND BALANCE Total Fund Balance projected at 12/31/2014 n/a—cost center is 100%allocated 6) ALTERNATIVE ANALYSIS n/a G:\budget\2014\transfers\Fleet-Aspen Fire IGA Supplemental Request.docx BOCC Approval: Date County Manager Signature For Finance Dept Use: TRANSACTION# NAME DATE ENTERED G:\budget\2014\transfers\Fleet-Aspen Fire IGA Supplemental Request.docx