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Home My WebLink About2021-11-18; City Council Goal on Fire Department Conformance with Standards of Cover Evaluation's Work Plan Objective #2 Update (District 2); Gomez, PazI To the members of the: {city of Carlsbad CITY COUNCIL DatE\iJL¢1 CA -JL1:C ~ CM -VACM ___\L't)CM {3) ~ Memo ID# 2021213 Council Memorandum Nov. 18, 2021 To: . From: Via: Re: Honorable Mayor Hall and Members of the City Council Paz Gomez, Deputy City Manager, Public Works Geoff Patnoe, Assistant City Manager @ City Council Goal on Fire Department Conformance with Standards of Cover Evaluation's Work Plan Objective #2 Update (District 2) This memorandum provides an update on the City Council goal on Fire Department conformance with the Standards of Cover evaluation's Work Plan Objective #2, which involves establishment of a temporary Fire Station No. 7. Background On May 11, 2021, the City Council adopted Resolution No. 2021-111, approving the Work Plan to achieve the City Council goal to "Bring the Fire Department into conformance with standards of cover evaluation." Objective #2 of the Work Plan states: Staff a temporary Fire Station (FS) No. 7 in the area of Cannon Road west of lnterstate-5 (1-5) with an estimated completion date of January 2023 and procure a new fire engine with an estimated completion date of January 2023. Tasks include: • Identify location and secure land use (if needed) for temporary FS No. 7 • Obtain discretionary approvals for temporary FS No. 7 (assumption voter approval not required) ($300,000), includes community outreach ($50,000) o Request for Proposals (RFP) for architectural and engineering services (July 2021) o Award design contracts (October 2021) o Design (November 2021-March 2022) o Discretionary permits (April 2022-July 2022) • Bid/construct temporary FS No. 7 ($600,000) (July 2022-January 2023) • Relocate structure from temporary FS No. 2 and staff temporary FS No. 7 (January 2023) • Procure new fire engine ($806,000) (order July 2022, receive January 2023) Public Works Branch Fleet and Facilities Department 405 Oak Avenue I Carlsbad, CA 92008 / 760-434-2980 t Council Memo -Council Goal on Fire Department Conformance with' SOC Update (District 2) Nov. 18, 2021 Page 2 On June 8, 2021, the City Council approved Capital Improvement Program (CIP) Project No. 4091 and appropriated $900,000 for the temporary FS No. 7 project. The scope of the CIP is to prepare the selected site and relocate existing city-owned temporary structures (sprung structure and trailer) currently at temporary FS No. 2 (adjacent to the City Library near Dove Lane) to a site west of 1-5. Discussion Early staff efforts focused on two sites: (1) the city-owned Cannon Lake future park site property (farm site), west of the railroad tracks, south of Cannon Road, and (2) the San Diego Gas and Electric (SDG&E) site east of Carlsbad Boulevard, north of Cannon Road, specifically the parking lot triangle north of Cannon Park. However, for a combination of reasons, it was determined that those sites could not be ready to accommodate a temporary fire station by the January 2023 target. As such, staff identified a third site located on NRG property, which soon became the lead site. Specifically, the site is located east of Carlsbad Boulevard, immediately south of the Agua Hedionda Lagoon. After initial discussions with NRG, staff plan to create a temporary fire station by placing the city-owned trailer and sprung structure currently located at temporary FS No. 2 (near the Dove Library) on existing pavement and the concrete pad of the NRG administration building, as the administration building is identified for demolition per the 2014 Power Plant Agreement with the city, NRG and SDG&E. The sprung structure will be expanded in size from 40' x 40' to 40' x 80', and another temporary trailer approximately 10' x 30' in size will be procured and placed adjacent to the city-owned 27' x 66' trailer. Permitting Requirements The Commun'ity Development Department has determined that the anticipated fire and lifeguard services is an allowed use under the current zoning on the property. The placement of the temporary trailers and sprung structure, however, require approval of ari administrative Conditional Use Permit (CUP) for "mobile buildings" issued by the city and a Coastal Development Permit (CDP), issued by the California Coastal Commission. Because the property is listed as a "Deferred Certification" site under the city's Local Coastal Program, the CDP must be approved by the Coastal Commission. While the city has control over the permit processing time for its portion of the CUP review, the city does not have control over the Coastal Commission's CDP review times. As such, there is concern that the permit processing timelines typically taken by Coastal Commission staff may make permitting and construction by January 2023 challenging. .I Council Memo -Council Goal on Fire Department Conformance with SOC Update (District 2) Nov. 18, 2021 Page 3 ' A formal application will be filed with the Community Development Department for a CUP in November 2021, and an application for a CDP to the Coastal Commission by end of 2021. In an effort to expedite the CDP review process, staff have had preliminary meetings with Coastal Commission staff to discuss the possible project. Lease Agreement The City Attorney's Office is working with NRG counsel to draft a ground lease agreement for the concrete pad site where the NRG administration building currently exists, which is scheduled for demolition, and adjacent pavement. Staff plan to present the proposed ground lease agreement for the City Council's approval in January 2022. Estimated Costs and Timelines Staff estimate a cost of approximately $600,000 to relocate the temporary structures from temporary FS No. 2, expand the sprung structure and procure a second housing trailer. NRG has indicated that the ground lease agreement to use the proposed site would cost in the range of approximately $2,000 per month for 60 months, or approximately $120,000. If the City Council authorizes the ground lease agreement with NRG in January 2022, staff will initiate plans, specifications and contract documents for relocating the temporary structures from temporary FS No. 2, expanding the sprung structure and procuring a second trailer. Staff will then return to the City Council for authorization to bid in Spring 2022 and authorization to award the contract in Summer 2022. Relocation of structures from temporary FS No. 2, expansion of sprung structure and installation of a second trailer will occur in Fall 2022, with a target completion date of January 2023. This tirneline is dependent on timing of the Coastal Commission-issued CDP. lfthe Coastal Commission does not issue the CDP before late Summer 2022, this timeline will need to be adjusted to accommodate any delays. Additionally, if there are any delays to the ongoing permanent FS No. 2 construction project, availability of the temporary sprung structure and trailer could be impacted. Funding Availability The current budget of $900,000 in CIP Project No. 4091 is sufficient to cover the estimated relocation costs of temporary structures, expansion of the sprung structure and installation of a second trailer at the site as well as the costs associated with the ground lease agreement with NRG for five years. If additional appropriation is needed, staff plan to return to the City Council with a proposal to use public facility fee funds. Council Memo -Council Goal on Fire Department Conformance with SOC Update (District 2) Nov. 18, 2021 Page 4 Since the total General Fund expenditure is expected to be less than $1 million, Proposition H does not apply. Public Updates To keep the public informed, updates can be found at the following website: https://www.carlsbadca.gov/departments/fire/fire-department-improvements Next Steps Staff will continue negotiations with NRG and are tentatively planning to present the draft ground lease agreement to the City Council for approval in January 2022. cc: Scott Chadwick, City Manager Celia Brewer, City Attorney Gary Barberio, Deputy City Manager, Community Services Laura Rocha, Deputy City Manager, Administrative Services Michael Calderwood, Fire Chief Nick Ordille, Assistant Fire Chief Jeff Murphy, Community Development Director Ryan Green, Finance Director Kristina Ray, Community & Engagement Director John Maashoff, Public Works Manager Don Neu, City Planner Allegra Frost, Deputy City Attorney Curtis Jackson, Real Estate Manager