HomeMy WebLinkAbout(CM2) Fire Station RepairsMitchell Page1
Date: July 29, 2025
To: Ron Burton, City Manager
From: Antonio O. Mitchell, MPA; Interim Deputy Fire Chief
Subject: Station Maintenance and Repair Plan
Fire Station Maintenance and Repair Plan
Overall Strategy
1. Major Rebuilds (Stations 2 & 3): These are significant projects budgeted at $12.56
million and will proceed as planned, separate from the smaller repair items.
2. High-Cost Repairs (Over $50,000): For items we identified with an estimated cost over
$50,000, the first step will be to engage with our insurance provider. HR will be
contacted to arrange for an insurance adjuster to visit each station with major damage that
we have identified.
3. Mid-Cost Repairs (Under $50,000): Items estimated under $50,000 will be addressed
by obtaining three competitive quotes from vendors.
4. Cross-Cutting Issues: Specific issues like fire alarm systems, mold, and generator
maintenance will be handled with dedicated actions.
Station-Specific Maintenance and Repair Needs
Station 1
Items Over $50,000 (Initiate Insurance Claim & HR for Adjuster):
• Concrete Repair/Replacement: Estimated $55,000.00.
o Note: Bids were turned into purchasing in October; follow up on contract status.
• Generator Replacement (Contract Issued): $74,350.72. This item has been ordered
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• Waterproofing/Painting: Estimated $80,000.00.
• Roof Leaks: Estimated $70,000.00 (could be more or less depending on damage found).
• Rot Around Windows/Wall Repairs: Estimated $50,000.00.
o Note: Building exterior must be sealed and painted before this repair can be done.
• Cabinet Replacement: Estimated $80,000.
Items Under $50,000 (Obtain 3 Quotes):
• Generator Installation: Estimated $40,000 (includes new transfer switch and stand). This
will be addressed in the Budget year 2025-2026 once the item is received.
• Replace Bay Heaters: Estimated $25,000.
Special Considerations:
• Fire Alarm: Requires a comprehensive assessment and will be addressed under the
"Cross-Cutting Issues" section.
Station 2
Major Rebuild:
• Replacement: Estimated $15,000,000. This rebuild has been budgeted for as part of the
$12.56 million allocation for Station 2 and Station 3. Proceed with the planned rebuild.
Station 3
Major Rebuild:
• Replacement: Currently in the process of replacement. This rebuild has been budgeted for
as part of the $12.56 million allocation for Station 2 and Station 3. Continue with the
planned rebuild.
Station 4
Items Over $50,000 (Initiate Insurance Claim & HR for Adjuster):
• Generator Replacement (Contract Issued): $56,825.08. This item has been ordered
• Boat Building: Estimated $100,000.00.
o Note: TIPS Quote was rejected by purchasing, who stated an RFP would be
issued. Follow up with purchasing on the status of this RFP.
Items Under $50,000 (Obtain 3 Quotes):
• Generator Installation: Estimated $48,000 (includes new transfer switch, stand, plumbing,
mats, crane, and rigging). This will be addressed in the Budget year 2025-2026 once the
item is received.
Special Considerations:
• Fire Alarm: Requires a comprehensive assessment and will be addressed under the
"Cross-Cutting Issues" section.
•
Station 5
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Items Under $50,000 (Obtain 3 Quotes):
• Fence Repairs: Estimated $500.00.
• Floors Coming Up in Dorm Area: Estimated $10,000.00.
Special Considerations:
• Entry Doors Punch Locks Broken: Current punch locks are obsolete. This issue will be
addressed as part of the new access control system being requested in the 25/26 budget
(refer to "Cross-Cutting Issues").
• Fire Alarm: Requires a comprehensive assessment and will be addressed under the
"Cross-Cutting Issues" section.
• Note: Building was sealed, including windows, and painted in the 23/24 budget.
Station 6
Items Under $50,000 (Obtain 3 Quotes):
• Sprinkler – Broken Pipe from Freeze: Estimated $5,500.00. Will be
Special Considerations:
• 1 Entry Door Punch Lock Broken: Current punch locks are obsolete. This issue will be
addressed as part of the new access control system being requested in the 25/26 budget
(refer to "Cross-Cutting Issues").
• Fire Alarm: Requires a comprehensive assessment and will be addressed under the
"Cross-Cutting Issues" section.
• Mold – Reappearing: This is a recurring issue. Refer to "Cross-Cutting Issues" for the
proposed solution.
Station 8
Items Over $50,000 (Initiate Insurance Claim & HR for Adjuster):
• Roof Leaks: Estimated $30,000.00 - $100,000.00. Due to the potential for the cost to
exceed $50,000, this should be addressed with insurance first. Temporary patch has been
applied, but needs permanent repairs.
Items Under $50,000 (Obtain 3 Quotes):
• Termite Damage in Walls (Captain Room and Exercise Room): Estimated $30,000.00.
• Exterior Lights Hail Damage: Requires an estimate, then proceed with 3 quotes.
Special Considerations:
• Fire Alarm: Requires a comprehensive assessment and will be addressed under the
"Cross-Cutting Issues" section.
• Windows Leaking in Kitchen Area: Crew reporting leaks despite building being sealed
and painted in 23/24. Need to determine if the window is compromised or if the new
sealant is leaking. This investigation should be prioritized.
Central Fire Station/Administration
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Items Over $50,000 (Initiate Insurance Claim & HR for Adjuster):
• Generator Replacement (Contract Issued): $73,237.96. This item has been ordered.
Items Under $50,000 (Obtain 3 Quotes):
• Generator Installation: Estimated $45,000. This will be addressed in the Budget year
2025-2026 once the item is received.
Cross-Cutting Issues and Recommendations
1. Fire Alarm/Sprinkler Systems (All Stations with '?''):
o Recommendation: Initiate an RFP (Request for Proposal) or RFQ (Request for
Quote) for all fire alarm and sprinkler system repairs and assessments across all
stations. It is critical to get multiple licensed companies to provide quotes, given
past difficulties. Will have a few companied to come in and give
recommendations prior to RFQ/RFP. Likely to exceed $50,000
2. Mold at Station 6:
o Problem: Mold is reappearing around metal window and door frames, suggesting
condensation due to exterior heat and cold interior, possibly an incorrectly sized
A/C system not pulling moisture out.
o Recommendation: Hire a qualified mechanical engineer to evaluate the HVAC
system at Station 6 and provide suggestions for remediation and prevention. Also,
bring in a mold remediation company this week or next week
3. Generator Maintenance:
o Problem: Quotes for generator maintenance were rejected by purchasing last
October, with a promise of an RFP that has not been issued.
o Recommendation: Urgently follow up with purchasing to expedite the RFP
process for generator maintenance contracts for all generators. This is critical,
especially with hurricane season approaching.
4. New Access Control System (for obsolete punch locks):
o Recommendation: Support the request for a new access control system for all
stations in the 25/26 budget. This will address the broken and obsolete punch
locks at Station 5 and Station 6.
Next Steps
1. Immediate Action (High-Cost Items): Begin the process of notifying insurance for all
items estimated over $50,000. Coordinate with HR to schedule insurance adjuster visits
to affected stations.
2. Immediate Action (Cross-Cutting RFPs/RFQs): Initiate the RFP/RFQ processes for fire
alarm/sprinkler systems and generator maintenance.
3. Concurrent Action (Mid-Cost Items): Begin soliciting three quotes for all items estimated
under $50,000.
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4. Investigation/Assessment: Prioritize the investigation into the Station 8 window leaks and
the engagement of a mechanical engineer for Station 6 mold issues.
5. Follow-up: Regularly follow up with purchasing regarding outstanding RFPs (Station 1
concrete, Station 4 boat building, generator maintenance).
This section of the plan outlines the key actions and priorities for the upcoming maintenance and repair work across the fire stations, categorizing them into immediate (First 30 Days) and mid-term (30-90 Days) objectives.
First 30 Days (Immediate Focus: July 18th - August 17th)
The primary goal for the first 30 days is to initiate all critical processes, gather necessary information, and commence work where possible.
Fire Department Station Updates
Here is an update on ongoing projects across all fire stations:
• Fire Alarm and Sprinkler System: A purchase order for the fire alarm and sprinkler system across all fire stations was submitted on July 17, 2025. We're currently awaiting a start date for the work.
• Insurance Scope of Work: I am currently coordinating with HR and our insurance provider to assess their scope of work at each station and determine the covered items.
Contact was made with an insurance representative on July 17, 2025, and we are working to schedule their site visit to each station.
• Access Control Upgrades: We are in discussions with the original installer of our access control systems to obtain a quote for upgrading the platforms across all fire station doors and access points. Due to the potential scope and cost, this project will possibly require a
competitive bidding process.
Station-Specific Actions:
• Fire Station 1 - 1215 Woodworth BLVD:
o Quotes & Bids: Continue actively soliciting quotes for identified work.
Simultaneously, assess if the scope of work necessitates a formal bidding process and prepare documentation if required.
o Generator: Track the order status of the generator and confirm estimated delivery and installation dates.
o Waterproofing & Roof Leak: Immediately follow up with the company that
conducted the assessment (assessment was done the week of July 14th) to obtain their findings and recommendations. Based on the report, determine next steps (e.g., obtaining repair quotes).
• Fire Station 4 - 5036 S Gulfway Dr:
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o Generator: Track the order status of the generator and confirm estimated delivery and installation dates.
o Boat Building Bid: Follow up with the Purchasing department to ensure the bid
for the boat building work is progressing as submitted, and monitor its release and response timelines.
• Fire Station 5 - 5999 Lewis Dr:
o Floor Quotes: Ensure at least three (3) quotes for floor work are received within
the next few days. Upon receipt, promptly review and select a vendor to proceed
with the work.
• Fire Station 6 - 4448 9th Ave:
o Mold Remediation & HVAC: Coordinate closely with the Mold Remediation Team and the HVAC company to schedule their initial assessment and
commencement of work. The immediate priority is to identify and address the
source of the mold. (Schedule to be done the week of July 21)
• Fire Station 8 - 7800 9th Ave:
o Concrete Work: Confirm and monitor the scheduled start of concrete work on Thursday, July 24th, ensuring it begins on time.
o Waterproofing & Roof Leak: Immediately follow up with the company that
conducted the assessment (assessment was done the week of July 14th) to obtain their findings and recommendations. Based on the report, determine next steps (e.g., obtaining repair quotes).
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30 to 90 Days (Mid-Term Focus: August 18th - October
17th)
This period focuses on the execution of larger projects, follow-ups on initiated bids, and addressing new identified issues.
• Bid Management:
o Actively manage and address all items identified in the first 30 days as requiring a
formal bid process (e.g., major work at Station 1, Access Control upgrades). This includes issuing RFPs/RFQs, evaluating proposals, and awarding contracts.
o Station 4 Boat Building: Ensure continuous follow-up on the bid process for the boat building at Station 4, aiming for contract award and commencement of work.
• Project Execution & Monitoring:
o Station 5 Floors: Verify that the floor work at Station 5 has commenced or is in progress, and monitor its completion.
o Station 6 Mold & AC: Ensure significant progress and resolution on the mold remediation and AC unit issues at Station 6, including confirmation of the mold
source being addressed.
• New Assessments & Repairs:
o Window Issues: Begin to address window issues identified in the overall station maintenance and repair plan, which may involve further assessments, quotes, and scheduling repairs. (Station 8)
o Termite Damage: Arrange for a professional assessment of the possible termite
damage in the Captain's office and room, followed by remediation planning. (Station 8)
o Exterior Lights & Wiring: Schedule a company to inspect the exterior lights and their wiring across all stations to identify and address any issues. (Station 8)
Possibility of Addressing 30-90 Day Items During the First 30 Days
While categorized as mid-term, several items have the potential for acceleration and could see
significant progress, or even completion, within the initial 30-day period, depending on external
factors and internal efficiency:
• Insurance Assessment: A rapid response and scheduling from the insurance company could lead to their assessment being completed early, providing clarity on covered items and allowing for faster planning of subsequent repairs.
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Fire 30 Days/Things in Progress or Done
Report
Captain Josh Ray Report to Deputy Chief Mitchell Floors At Station 5 and Station 8
July 21, 2025 Spoke with Cliff at 0930 am. He indicated he wanted to get multiple bids and would handle getting contractors together to Bid. 1426 hours Emailed Cliff and asked if I needed to do anything for the bids Station 6 Mold Remediation July 21, 2025 0930 Cliff called Honest Environmental to have them come
test the mold. She indicated a company called Marsh Waterproofing was supposed to come out and seal that back wall. She suggested not doing anything until we find out if they have a warranty on the work. She is supposed to contact me about touring the station to get a bid for remediation.
Contact Charise- (409)749-0518 Honesty Environmental 1430 hours, Charise is going to meet me at Station 6 tomorrow at 10 AM Station Door Access Contact: MHC Datacom- (409)673-1356- Jeffery Longlois Contacted July 21, 2025 1120 AM, spoke with Jeffery and he is going to get
with me to schedule a tour of the stations. Meeting with Jeff on Friday 25th at 10Am and bringing him around to all the stations requiring access. Engine 3 Repairs Engine 3 broke down July 21, 2025 at morning shift change. Power steer
hose broke. Contacted Tim with Martin Apparatus. Service tech in route to fix at Station 3 1028 AM 1200 Engine 3 fixed back in service. Concrete work at Station 1 July 21, 2025 0930 AM spoke with Cliff in financing. He was going to send
me contractors for concrete work to get a bid from 1430, Emailed Cliff to ask for a list of concrete vendors in the city. 1530, Received a list of Concrete contractors. I will start calling tomorrow to schedule bids. A/C at Central
July 21, 2025 0830 AM spoke with Lauren and she indicated the AC was out in the back of Central. She had the PO. 1030 AM spoke with Jerry with ICM-(409)658-8797- He had the part and scheduled somebody to come out on the morning July 22 for repairs. He also already had the PO for the repairs. Central Staff notified. Fire alarm systems across all Stations July 21, 2025 1030 AM, contacted Marcie with FireTrol-(409)727-7732- She is going to get with her scheduler and call me back with an estimated time for inspection.
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Pest Control Termite Treatment July 21, 2025 1145 AM. Jason-TriCity Exterminating (409)284-2348
Contracted pest control arrived at station 1 and is going to provide estimate
on treatment. He was unable to get into Station 8 and said he would call and meet me at the station later. 1330 Station inspection on Station 8 Complete. He was going to get a quote for spot treatment and whole station treatment