Template revised January 10, 2019.
COMMISSION
AGENDA MEMORANDUM
Item No.
8d
ACTION ITEM
Date of Meeting
October 8, 2019
DATE: October 1, 2019
TO: Stephen P. Metruck, Executive Director
FROM: Randy Krause, Fire Chief
Wayne Grotheer, Director, Aviation Project Management
SUBJECT: Interim Westside Fire Station – Budget Request (CIP #C800876)
Amount of this request:
$3,679,000
Total estimated project cost:
$9,179,000
ACTION REQUESTED
Request Commission authorization for the Executive Director to increase funding for the
Interim Westside Fire Station Design-Build Contract by $3,679,000 for a new total project cost
of $9,179,000.
EXECUTIVE SUMMARY
This project will establish a stand-alone, fully functional fire station on the west side of the
airfield to meet Federal Aviation Administration (FAA) mandated airfield firefighting
requirements. This new fire station will provide necessary accommodations to house 5
firefighters and 2 Aircraft Rescue Fire Fighting (ARFF) vehicles for 24/7/365 operation. This new
facility will replace temporary facilities that include a tent structure to cover 1 rescue vehicle
and multiple leased rooms within a nearby hangar that house firefighter quarters in a
‘makeshift’ or ‘make-do’ manner.
This request is for a greater budget amount than originally foreseen because delivery access
and installation challenges arose that would close the immediately adjacent high-speed taxiway
and nearby runways. As a result, elements of the original design for a basic contracting model
(design-bid-build) utilizing modular units for crew quarters became obsolete and time was
needed to devise a better plan. To overcome a very constrained and difficult site adjacent to
the airfield caused staff to reach out to other airfield team members and to informational
contractor sessions to identify how best to construct on the difficult site. Contractor sessions
identified that anticipated costs were too low, and that the fastest possible delivery would
include working directly and in partnership with contractors to develop a custom design and
then be able to move quickly to construction.
COMMISSION AGENDA – Action Item No. _8d___ Page 2 of 5
Meeting Date: October 8, 2019
Template revised June 27, 2019 (Diversity in Contracting).
With this information, staff sought and received authority from the Commission to move
forward with a different contracting model (design-build) to utilize contractor expertise while
minimizing schedule and cost risks. While 7 plan-holding contractors examined the project, 2
contractors stayed with the project to compete to design and build the project. The competitive
designs, costs, and schedules were evaluated by 5 port staff over a period of 2 months. The
evaluation team reviewed airfield, terminal, facilities, and firefighter requirements to ensure
that delivery of this project is achievable while meeting airport-wide needs. Today’s request
seeks additional funding to complete the project by the end of 2020.
JUSTIFICATION
Since 1979, the Airport Fire Department has operated out of a single fire station, located
adjacent to the main terminal building on the east side of the airport runways. As part of the
FAA Federal Aviation Regulation Part 139 airport certification process, the Fire Department is
required to demonstrate its ability to respond to the midpoint of the furthest runway within
three (3) minutes. The completion of the airport’s third runway and subsequent reconfiguration
of taxiways impacted this response time such that additional location has been arranged in
order to correct the situation.
To meet the FAA’s mandated response time, the Fire Department has been operating from a
small converted conference room within a hangar, located on the west side of the airfield. As
stated in previous requests, the current temporary housing at the PACCAR hangar is extremely
small and does not meet the Fire Department's personnel accommodation standards. In this
small space, the Fire Department can only operate a skeleton crew of two (firefighters and one
(1) ARFF vehicle. To properly staff the station, the Fire Department requires a total of five (5)
firefighters and two (2) ARFF vehicles at the location.
As planning efforts proceed, it is becoming apparent that this interim station may remain
functional for many years to come. Its siting allows the proposed permanent Westside Fire
Station, as depicted in Sustainable Airport Master Plan Near Term Projects to be constructed
and activated without impacting the ongoing firefighting operations. This westside facility also
allows for flexibility in planning and timing of the permanent station on the west side which
provides timing flexibility for master plan environmental review work. The flexibility provided
by the interim station and its position on the site provides the Port with options for how the
later permanent station is planned and designed in its final state and provides for the possibility
of future uses past its intended use as an interim westside fire station.
Diversity in Contracting
As part of the RFP, the Port established MWBE aspirational goal for this project of 2 percent for
design and 9 percent for construction.
COMMISSION AGENDA – Action Item No. _8d___ Page 3 of 5
Meeting Date: October 8, 2019
Template revised June 27, 2019 (Diversity in Contracting).
DETAILS
Scope of Work
This project designs and constructs a building to accommodate the necessary living quarters for
five (5) firefighters and vehicle bays for the storage of two (2) ARFF vehicles. The building will
be located directly east of the PACCAR hangar within their current lease boundary. Additional
asphalt placement, security fence relocation and utility work are required to facilitate
placement of the new building and may be completed as enabling work prior to the design-
build contract.
The living quarters will consist of five (5) bunkrooms, a day room, kitchen, restrooms with
showers, laundry facilities and an exercise room. Secured entry doors, video conferencing
equipment and an emergency response alerting system will be installed. The ARFF vehicle bays
include features currently used at the existing fire station such as vehicle exhaust extraction.
Schedule
Activity
Q1 2020
Q4 2020
Cost Breakdown
This Request
Total Project
$0
$980,000
$3,679,000
$8,199,000
$3,679,000
$9,179,000
ALTERNATIVES AND IMPLICATIONS CONSIDERED
All alternatives contemplate the eventual construction of a larger permanent fire station on the
west side of the Airport. This facility contemplates this later construction project. It is now
anticipated that construction of the permanent fire station may not require demolition of this
facility.
For the purposes of this request, an alternative of canceling the project was considered but
deemed unacceptable (see Justification above) and is not included below.
Alternative 1 – Reduce scope and negotiate with the selected design-build team to remain
within the existing project budget.
Cost Implications: $0
Pros:
(1) No budget increase required
Cons:
(1) Reduction of scope will compromise Fire Department operations.
COMMISSION AGENDA – Action Item No. _8d___ Page 4 of 5
Meeting Date: October 8, 2019
Template revised June 27, 2019 (Diversity in Contracting).
(2) Reduction of scope will require additional time to negotiate and complete and thus
will extend the project duration.
This is not the recommended alternative.
Alternative 2 – Increase the budget by $3,679,000 and issue the intent to award to the selected
design-build team.
Cost Implications: $3,679,000
Pros:
(1) The project would construct a fully functional fire station with crew quarters.
(2) The project would construct a fire station that meets the requirements of the Fire
Department and the Airport.
Cons:
(1) The project would require additional funds of $3,679,000.
This is the recommended alternative.
FINANCIAL IMPLICATIONS
Cost Estimate/Authorization Summary
Capital
Expense
Total
$2,400,000
$0
$2,400,000
$3,100,000
$0
$3,100,000
$3,644,000
$35,000
$3,679,000
$9,144,000
$35,000
$9,179,000
$5,500,000
$0
$5,500,000
$3,644,000
$35,000
$3,679,000
$9,144,000
$35,000
$9,179,000
$0
$0
$0
Annual Budget Status and Source of Funds
This project was included in the 2019 - 2023 capital budget and plan of finance with a budget of
$5,500,000 million. Sunk costs related to a prior design with a different contracting model
combined with the difficult project site and the realities of higher construction costs today now
require this request for additional funding to complete the project. The budget increase has
been transferred from the Aeronautical Reserve CIP (C800753) resulting in no net change to the
Aviation capital budget. The funding source will be the Airport Development Fund.
COMMISSION AGENDA – Action Item No. _8d___ Page 5 of 5
Meeting Date: October 8, 2019
Template revised June 27, 2019 (Diversity in Contracting).
Financial Analysis and Summary
Project cost for analysis
$9,179,000
Business Unit (BU)
Airfield Movement Area
Effect on business performance
(NOI after depreciation)
NOI after depreciation will increase
IRR/NPV (if relevant)
N/A
CPE Impact
Range depending on economic life (CPE increase in 2022
of $0.13 if 3 years; $0.07 if 6 years; $0.04 if 10 years)
Future Revenues and Expenses (Total cost of ownership)
Maintenance, utilities and janitorial costs will be incurred, but this amount is not established at
this time.
ADDITIONAL BACKGROUND
The Port is planning the future construction of a permanent fire station on the west side of the
Airport. The site of this project has been accounted for in the planning efforts to ensure that it
will not be impacted by future construction.
ATTACHMENTS TO THIS REQUEST
(1) Presentation slides
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS
May 28, 2019 – The Commission authorized use of a design-build contract for this project.
No additional funding was requested.
February 27, 2018 – The Commission authorized design and construction of this project.