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10-7-13 Fire DRAFT Agenda packet2
Jimmy Miranda Chair Jesse Fukushima Vice -Chair COUNTY OF KAUAI FIRE COMMISSION NOTICE OF MEETING AND AGENDA Monday, October 7, 2013 2:00 p.m. or shortly thereafter Mo`ikeha Building, Meeting Room 2AB 4444 Rice Street, Lihu`e, HI 96766 CALL TO ORDER APPROVAL OF MINUTES ■ Regular Open Session Minutes of September 3, 2013 Members: Savita Agarwal Dan Brown Heidy Huddy- Yamamoto Eugene Jimenez CHIEF'S MONTHLY REPORT • Overview for the month of August 2013 and pertinent updates • Budget Report as of August 31, 2013 COMMUNICATIONS KFC 2013 -16 County of Kauai Capital Project Management Auditor's Report on Kaiakea Fire Station BUSINESS KFC 2013 -17 Resolution in recognition of Damien Victorino, former Fire Chief EXECUTIVE SESSION Pursuant to Hawaii Revised Statutes § §92 -4 and 92 -5 (a) (4), 92 -9 (a) (1 -4) (b), the purpose of this executive session is to receive and approve Executive Session minutes and to consult with the Commission's legal counsel on issues pertaining to the Commission's and the County's powers, duties, privileges, immunities, and/or liabilities as they may relate to this item, deliberate and take such action as appropriate. ES -010 Executive Session minutes of September 3, 2013 ES -007 Discussion regarding Recovery of Rescue Expenses Related by the County of Kauai for rescues performed by the Fire Department. RETURN TO OPEN Ratify Commission actions taken in Executive Session for items: ES -010 ES -007 An Equal Opportunity Employer ANNNOUNCEMENTS Next Meeting: Monday, November 4, 2013 — 2:00 pm, Mo`ikeha Building, Meeting Room 2A /B ADJOURNMENT NOTICE OF EXECUTIVE SESSION Pursuant to Hawaii Revised Statutes, ( "H.R.S. ") §92 -7(a), the Commission may, when deemed necessary, hold an Executive Session on any agenda item without written public notice if the Executive Session was not anticipated in advance. Any such Executive Session shall be held pursuant to H.R.S. §92 -4 and §92 -9 and shall be limited to those items described in H.R.S. §92 -5(a). Discussions held in Executive Session are closed to the public. c: Mauna Kea Trask, Deputy County Attorney Chief Westerman PUBLIC COMMENTS and TESTIMONY Persons wishing to offer comments are encouraged to submit written testimony at least 24 -hours prior to the meeting indicating: 1. Your name and if applicable, your position/title and organization you are representing; 2. The agenda item that you are providing comments on; and 3. Whether you will be testifying in person or submitting written comments only. 4. If you are unable to submit your testimony at least 24 hours prior to the meeting, please provide 10 copies of your written testimony at the meeting. While every effort will be made to copy, organize, and collate all testimony received, materials received on the day of the meeting or improperly identified may be distributed to the members after the meeting is concluded. The length of time allocated to persons wishing to present verbal testimony may be limited at the discretion of the chairperson or presiding member. Send written testimony Fire Commission Attn: Cherisse Zaima Office of Boards and Commissions 4444 Rice Street, Suite 150 Lihu`e, HI 96766 e -mail: czaima&kauai.gov Phone: 241 -4881 Fax: 241 -5127 Special Assistance If you need an alternate format or an auxiliary aid to participate, please contact the Boards & Commissions Support Clerk at 241 -4881 at least five (5) working days prior to the meeting. Kauai Fire Commission, October 7, 2013 2 1 P a g e RRIFTT�� B�e�Agiyroue COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Board /Committee: I FIRE COMMISSION Meeting Date September 3, 2013 Location Mo`ikeha Building, Meeting Room 2A /213 Start of Meeting: 2:12 p.m. End of Meeting: 3:16 p.m. Present Chair Jimmy Miranda; Vice Chair Jesse Fukushima; Members: Savita Agarwal; Eugene Jimenez Also: Fire Chief Robert Westerman; Deputy County Attorney Mauna Kea Trask; Boards & Commissions Office Staff. Support Clerk Cherisse Zaima; Administrative Aide Teresa Tamura Excused Dan Brown; Heidy Huddy- Yamamoto Absent MW SUBJECT DISCUSSION ACTION Call To Order Chair Miranda called the meeting to order at 2:12 p.m. with 4 members present, constituting a quorum. Approval of ■ Regular ar Open Session Minutes of July 1, 2013 Mr. Fukushima moved to approve the minutes as Minutes circulated. Mr. Jimenez seconded the motion. Motion carried 4:0 Chiefs Monthly ■ Overview for the month of July 2013 and pertinent updates Report ■ Budget Report as of July 30, 2013 Chief Westerman gave an overview of his report highlighting the following: • Change of command at PMRF, noting that it comes about every three or four years; he feels KFD will continue to have a good rapport with the new PMRF Fire Chief. • Blessing of the Boston Whaler at Kapa`a station; the boat is now in service • Jr. Lifeguard State Championship winners Kauai Fire Commission Open Session September 3, 2013 Page 2 SUBJECT DISCUSSION ACTION Operations Bureau Chief Westerman stated that they are working on transitioning the format of the station updates in trying to utilize the automatic reporting feature of the RMS (Records Management System). Reports for the next couple of months may be a bit sparse as they transition over to this system. KFD has been running into some issues with the RMS /CAD reports; they will try to hold a monthly meeting with the CAD (Computer Aided Dispatch) dispatchers, Police dispatchers, their supervisors and KFD staff to work out some of the kinks as it is a new system. Training Bureau Chief Westerman reported that in the next three months KFD will be bringing a fire crew in almost every day, taking an engine company out of service and having them run through the live burn trailer for annual training; this has proved to be really effective and enjoyable for the fire line staff. Prevention Bureau Chief Westerman stated that the Fire RMS system is continuously being worked on to try and get information from all bureaus into one system, instead of having multiple databases. Ocean Safety Bureau Ms. Agarwal referenced the Ke'e tower report of two bodyboarders stuck in keyhole, asking for clarification on "keyhole ". Chief Westerman replied that it is the name of the beach, explaining that all the little beaches and reefs have unusual names. Mr. Fukushima asked for clarification on the following items listed earlier in the report: Kauai Fire Commission Open Session September 3, 2013 Page 3 SUBJECT DISCUSSION ACTION • Is the listing for HGEA Step II referencing negotiations? Chief Westerman replied that it is a grievance procedure, further explaining the steps of a grievance. • The reason for the meeting with the KFD CERT coordinator to which Chief Westerman replied the purpose was to give more visibility that they are working with CERT (Community Emergency Response Team) to move that program forward. • Whether the tsunami evacuation mapping briefing included all related agencies such as Civil Defense and Kauai Police Department. Chief Westerman replied yes, and that it also included the Planning Mr. Fukushima moved to accept the Chief's Department and almost all major stakeholders. report. Mr. Jimenez seconded the motion. Motion carried 4:0. Chief Westerman gave an overview of the budget report. Mr. Miranda asked if all the positions in Ocean Safety are filled to which Chief Westerman replied there are currently three they are trying to fill and three that are out long -term, which creates six openings. KFD got approval from the Administration for Annex 3, which allows them to hire someone to replace one of the employees that will be out long -term for about a year; they are trying to clear up the other two and will hopefully have openings or have them back on the job. Chief Westerman noted one big ticket item, which is the engine they will be leasing; the apparatus committee is almost done with the specifications and the RFP is ready to go out. Mr. Jimenez asked how much was budgeted for that engine and if there is an option to purchase to which Chief Westerman replied it is a lease for Mr. Jimenez moved to receive the budget report. about $72,000 a year for seven years on a lease -to -own type program. Mr. Fukushima seconded the motion. Motion carried 4:0. Kauai Fire Commission Open Session September 3, 2013 Page 4 SUBJECT DISCUSSION ACTION Business KFC 2013 -14 Discussion and decision making related to resolution in recognition of Damien Victorino, former Fire Chief Mr. Miranda noted that a card was sent out to the family, but asked if a resolution had been made out. Deputy County Attorney Trask explained that although it was mentioned at the last meeting that the Commission wished to pass a resolution in recognition of Mr. Victorino, because it was Mr. Jimenez moved that a resolution be drafted not on the agenda at that time, it could not be moved upon. by Deputy County Attorney Trask to be presented at the next meeting. Mr. Fukushima seconded the motion. Motion carried 4:0. Mr. Trask stated that he will draft the resolution and that if there is anything the Commissioners would like to add or include, they can contact the Boards and Commissions Administrator Paula Morikami. KFC 2013 -15 Selection of two (2) Commission members to attend the 2013 Hawaii Fire Chiefs Association Conference There was discussion on possible attendees. Mr. Jimenez moved to select Dan Brown and Heidy Huddy- Yamamoto to attend the 2013 HFCA Conference. Mr. Fukushima seconded the motion. Motion carried 4:0. Executive Pursuant to Hawaii Revised Statutes § §92 -4 and 92 -5 (a) (4), 92 -9 (a) (1 -4) Deputy County Attorney Mauna Kea Trask read Session (b), the purpose of this executive session is to receive and approve the Hawaii Revised Statues as described on the Executive Session minutes and to consult with the Commission's legal agenda that would take the Commission into counsel on issues pertaining to the Commission's and the County's powers, Executive Session for item ES -009 and ES -007. duties, privileges, immunities, and /or liabilities as they may relate to this item, deliberate and take such action as appropriate. Kauai Fire Commission Open Session September 3, 2013 Page 5 SUBJECT DISCUSSION ACTION • ES -009 Executive Session minutes of August 5, 2013 • ES -007 Discussion regarding Recovery of Rescue Expenses Related by the County of Kauai for rescues performed by the Fire Mr. Jimenez moved to convene into executive Department session at 2:40 p.m. Mr. Fukushima seconded the motion. Motion carried 4:0. Return to Open Ratify Commission actions taken in the Executive Session for item: The meeting reconvened in open session at 3:12 Session ES -009 p.m. ES -008 Mr. Fukushima moved to ratify the Commission's actions taken in executive session. Ms. Agarwal seconded the motion. Motion carried 4:0. Announcements Next Meeting: Monday, October 7, 2013 — 2:00 p.m., Mo`ikeha Building, Meeting Room 2A/B Mr. Jimenez announced that he sits on the Board of the Salvation Army, and at their last meeting, it was expressed that the Salvation Army would like to be more involved in assisting the Fire Department in major incidents such as house fires, forest fires or any other long -term incidents by way of providing coffee, pastries, and support to any victims involved. He noted that the Hanapepe Salvation Army has a very close relationship with the Fire Department because the west side stations really help them out with their food programs and during Christmas. It would not be difficult to solicit help from the Salvation Army; it would just take a phone call and verbal request. Mr. Fukushima asked if KFD has an auxiliary plan for these types of non- profit groups to which Chief Westerman replied they are a part of Hawaii VOAD (Volunteer Organizations Active in Disaster), and they are currently working on getting the Red Cross on board. Kauai Fire Commission Open Session September 3, 2013 Page 6 SUBJECT DISCUSSION ACTION Adjournment Mr. Fukushima moved to adjourn the meeting. Ms. Agarwal seconded the motion. Motion carried 4:0. The meeting was adjourned at 3:16 p.m. Submitted by: Cherisse Zaima, Support Clerk () Approved as is. () Approved with amendments. See minutes of Reviewed and Approved by: meeting. Jimmy Miranda, Chair L-1 F7 RE e� 5, TO: Kaua'i Fire Commission FROM: Robert Westerman DATE: September 23, 2013 MEMORANDUM RE: Fire Commission Report for the month of August 2013 CHIEF OF THE DEPARTMENT: • Fire Commission Meeting • Kapaa Rotary Club • Meeting with James Rowen "Growing your Captain's" • HGEA Step I • Meeting with County Attorney regarding recovery of rescue cost • Visited Westside Stations • Attended the Waimea Substation dedication • Attended Red Cross Advisory Council Meeting • Meeting regarding Portable PV • Attended the Mayors Community meeting in Kalaheo • Annual Signatory Training Lihue Airport • Grant Committee meeting • Attended Mayors Community meeting in Waimea • Captains meeting Commendations: 8/17/13 Retired Chief Victorino Services 8/19/13 Fire Safety Trailer at Kilauea School 8/19/13 Thank you note from injured hiker at Hanakapiai 8/20/13 Thank you letter 8/22/13 Kurt Leong with K.O.R.E. for Wounded Warrior a�Enw saga FIRE LIFEGUARD DEPT. �gVAl CONI'�� Chief's Monthly Report - Page 1 of 18 OPERATIONS BUREAU: APPARATUSSTATUS Apparatus August 2013 Current YTD Last YTD Medical Calls 341 2529 2431 Structure Fire 0 10 8 Vehicle Accident 17 143 133 Vehicle Fire 5 15 20 Brush Fire 11 58 97 Rescue 12 77 65 HazMat 1 10 17 Cancelled in route 36 329 370 Other 83 545 511 Total 506 3716 3652 APPARATUSSTATUS Apparatus Year, Make, Model Status CALL SIGN Comments Battalion 2006 FORD EXPEDITION Mission BC Chief SSV AWD, U161 Capable Engine 1 2005 INTERNATIONAL 4400 Mission E1 SBA 4X2 Capable Engine 2 2002 PIERCE QUANTUM Mission E2 A/C Inoperative. PUMPER Capable Engine 3 2002 Pierce Quantum Mission E3 Capable Engine 4 2007 PIERCE DASH Mission E4 A/C Inoperative. PUMPER Capable Engine 5 2008 PIERCE PUMPER Mission E5 VELOCITY SERIES Capable Engine 6 2009 PIERCE PUMPER Mission E6 VELOCITY SERIES Capable Spare 1994 Seagrave Command Partial E6S Engine 6 Pumper 78660 Mission Capable Engine 7 2007 PIERCE DASH Mission E7 PUMPER Capable Engine 8 2010 PIERCE PUMPER Mission E -8 front suction fixed. Driver VELOCITY SERIES Capable side aux. inlet not closing properly. HAZMAT 8 2006 PIERCE HAZ -MAT Mission HZMT8 COMMAND VEHICLE Capable Chief's Monthly Report - Page 2 of 18 P3 2005 FORD 145 SUPERCAB Mission P3 4X2, X125 Capable P4 1999 DODGE GRAND Mission P4 CARAVAN SPORT NSKH53 Capable P1 2009 Dodge Durango SE Mission Prevention 4x4 Capable 1 P2 2009 TOYOTA Mission Prevention HIGHLANDER 4WD Capable 2 Radon 1 26' Radon Mission Radon 3 Full Fuel Capable Rescue 3 2011 FORD F550 CREW Mission Rescue 3 CAB Capable Truck 1 2011 FORD F550 CREW Mission T1 CAB Capable Truck 2 2008 FORD F350 CREW Mission T2 A/C coil beneath dash CHASSIS CAB DRW 4X4 Capable leaks. . W372 Truck 4 2011 FORD F550 CREW Mission T4 CAB Capable Truck 5 2004 FORD F350, CREW Mission T5 CHASSIS CAB DRW 4X4, Capable W376 Truck 6 2009 FORD F550 CREW Mission T6 CHASSIS CAB DRW 4X4 Capable W577 Truck 7 2008 FORD F350 CREW Mission T7 CHASSIS CAB DRW 4X4 Capable W372 Truck 8 2010, Ford, F550 pickup Mission T8 Capable Heavy 2010 INTERNATIONAL 4400 Mission Truck 3 Rescue SBA 4X2 Capable Station 1 E1 (Hanalei Station 2 E2 (Kapa'a) • 8/28 Inc #3817 — 100 gallon (approximately) fuel tank washed ashore next to the Marriott Courtyard. Station E3 (Uhu'e Suppression) Rescue R3 (Lihu'e Rescue 8/24 Inc # 3749 — rescued injured hiker at Kawaikoi Stream 8/26 Inc # 3783 — rescued injured hiker at 8 mile marker of Kalalau trial Landing Zone 8/26 Inc # 3785 — rescued patient with heat exhaustion % mile from Hanakapia LZ Chief's Monthly Report - Page 3 of 18 • 8/31 Inc # 3866 — rescued injured hiker near Hanakapia Falls Station 4 E4 (Koloa Station 5 E5 (Kalaheo) • 8/5 Spoke to Kaua'i Coffee (John Ching) and A &B (Tom Shigemoto) about an eroded dirt road along the rim of their property. This was discovered while at a brush fire on 8/3/13, inc. #3401. It was brought to their attention because of the imminent danger it possesses. A Robinson family member was present at the brush fire and is also aware of the problem. • 8/6: Cleared fire hydrants (weed control) along Puu Road. • 8/6: Incident #3463; 12 y/o trauma patient brought into Station 5 by mother; See RMS report. • 8/17: Attended PMRF FF's child funeral services @ Holy Cross Church;0930- 1100hrs • 8/23 Station visitation from 10 adult members of Easter Seals — Waimea • 8/24: Checked and cleared hydrants of weeds and debris along Puu & Lolo Road. Station 6 E6 (Hanapepe) Station 7 E7 (Waimea) Station 8 E8 (Kai'akea) • Did pre -plan inspection of Miura store RMS /CAD REPORT Date Incident # Time Station Description 8/6 3463 1605 E5 12 y/o male with avulsion to left side of face 1529 4217 New Recruit Training Sessions Held 0 following ATV rollover accident; brought Total Hours in Training 0 2716 into Station by mother; was later taken to Queens via air ambulance. TRAINING BUREAU: August 2013 Month YTD On- Island Training Sessions Held 31 80 Off- Island Training Sessions Held 0 206 Total Hours in Training 1529 4217 New Recruit Training Sessions Held 0 63 Total Hours in Training 0 2716 Chief's Monthly Report - Page 4 of 18 Summary • Company Burn Trailer Training 16 Sessions • CPR Instructor Class 1 Session • Rescue Dive Class 3 Sessions • 1st Responder Recert. 6 Sessions • Driver Training Recert. 1 Session • NFA Courtroom Preparation Class 2 Day Course • PPV Attack/ Thermal Imager Training 2 Sessions • RMS Training 1 Session PREVENTION BUREAU: July 2013 Month Ytd Fire Investigation 0 8 Additional Dwelling Unit Permit Applications 4 41 Building Permit Plan Review 22 212 Planning Department Review 1 36 Certificate of Occupancy Inspection 6 60 Business Occupancy Inspection 11 33 Witness Acceptance Tests 1 18 Fire Extinguisher Training 0 4 Fire Safety Presentation 5 59 Telephone Inquiries 105 1002 Complaint Investigations 3 18 Sparky Presentation 3 4 Fireworks Displays & Inspections 0 20 FireRMS Updates & Maintenance Hours 17 83 Misc. Activities 84 586 Fire Investigations — Additional Dwelling Unit Permit App. — l. ADU at Apapane for Simson, R -4/6" Y. 2. ADU at Upane st. for Zeffiro, R -4/6" Y. 3. Lo'I Pl. K61oa, R -4/8" passed 4. Halalau St. K61oa R -4/8" passed Chief's Monthly Report - Page 5 of 18 Building Permit Plan Review - 1. BPMT #: 13 -1240 TI at 4418 Kukui Grove Street, Pacific Eye Center. 2. BPMT #: 13 -978 TI at 2 -2514 Kaumualii Hwy, Rainbow Plaza. 3. BPMT #: 13 -1229 New warehouse at Pahee Street. 4. BPMT #: 13 -1529 TI at 1396 Kuhio Hwy. 5. BPMT #: 12 -2644 New theater at 2607 Pikake Street. 6. BPMT #: 13 -876 Antennas for Time Warner Entertainment at 4114 Papalina Road. 7. BPMT #: 13 -1267 Demo, #13 -1369 Mechanical heater for resort at 3838 Wyllie Road. 8. BPMT #: 13 -1409 through 13 -1440 for interior renovations at 3730 Kamehameha Road, Shearwater condo association. 9. BPMT #: 13 -1453 and 13 -1458 TI at 3 -1901 Kaumualii Hwy. 10. BPMT #: 13 -1652 retaining wall, 3338 Uwila Place. 11. BPMT #: 13 -1717 through 13 -1740 interior renovations at Marriott 3610 Rice Street. 12. BPMT #: 13 -1359 pv ground at 2545 Kiahuna Plantation Drive. 13. BPMT #: 13 -1360 pv ground at 2545 Kiahuna Plantation Drive, second array. 14. BPMT #: 13 -1793 thru 13 -1835 for ADA renovations at Marriott, 3610 Rice Street. 15. BPMT #: 13 -1662 R & R smoke doors at KCC, 3 -1901 Kaumaulii Hwy. 16. BPMT #: 13 -1587 Interior renovations at Koloa Big Save, 5516 Koloa Road. 17. BPMT #: 13 -1631 Retrofit AC units at KCC for bldg 4458, 3 -1901 Kaumualii Hwy. 18. BPMT #: 13 -1780 ADA restrooms at Kapaa Pool, 4470 Kou Street. 19. BPMT #: 13 -1779 ADA restroom for Kapaa swimming pool, 4470 Kou Street (mens). 20. BPMT #: 13 -1473 Telecom antennas, 4504 Kukui Street. 21. Print. #: 13 -1858, ADU 3647 Uwao St. Hanapepe 22. Print. #: 13 -1372, Demo 4 -356 Kuhi`6 Hwy. Kapaa Planning Department Review - 1. SMA Minor Permit SMA(M)- 2014 -1, construction of 20X20 garage on residential property. Certificate of Occupancy Inspection - 1. BPMT #: 13 -236 TI at Kapaa El, 4886 Mailihuna Road. 2. BPMT #: 12 -1151, 13 -1549, 13 -1550 for a PV ground mount at 4477 Nuhou Street, YMCA parking structures. 3. BPMT #:12 -2496, 2482, 2480, 2488, 2484, 2486, 2494, 2492, 2490, buildings at Kawaikini Charter School. 4. BPMT #: 12 -695, 696 for ramps and roof repair at Hanalei El, 5 -5415 Kuhio Hwy. Business Occupancy Inspection - 1. Harley's Tropical BBQ. Coconut Marketplace, Kapaa. 2. Coconut Marketplace pre- inspection info and follow ups 3. Re- inspection. State Farm. Kauai Village. 4. Crop Production Services. Lihue Industrial. 5. TikiIniki 6. Princeville Shopping Center 7. Crazy Shirts. Coconut Marketplace. Kapaa 8. Jungle Rain. Coconut Marketplace. Kapaa Chief's Monthly Report - Page 6 of 18 9. Bodacious 2. Coconut Marketplace. Kapaa. Witness Acceptance Test — 1. Kauai Kailani. Kapaa. Walkthrough for additional requirements prior to Final. Fire Extinguisher Training — Fireworks Displays & Inspections — Fire Safety Presentation — Fire Safety Trailer 1. Fire Safety Trailer at Office of Hawaiian Affairs Board of Trustees meeting 2. Fire Safety Trailer at County Fair — Day 1, 169 encounters 3. Fire Safety Trailer at County Fair — Day 2, 133 encounters 4. Fire Safety Trailer at County Fair — Day 3, 162 encounters 5. Fire Safety Trailer — County Fair, 129 encounters Sparky Presentation — 1. Kauai County Farm Bureau Fair — Thursday night 2. Kauai County Farm Bureau Fair — Friday night 3. Kauai County Farm Bureau Fair — Saturday night Complaint Investigation — 1. Vegetative overgrowth at Kakela Makai 2. Vegetative overgrowth at Lawa`i Hillside 3. Received call from Kauai Village management about possible use of unlisted piping in the sprinkler system. Found NFP nearly completed install of exterior SS. Ran out of listed pipe and used a galvanized pipe. Spoke with both parties. Temporary until more listed pipe arrives. FireRMS Updates - 1. Occupancy reviews and updates 2. Other entry database synch troubleshooting. Re -enter previous weeks entries and complete weekly report. 3. Assist ST6 Green with preplan input 4. Troubleshooting with Mobile inspection synch to database for report retrieval. Work with IT to repair 5. Assist ST8 Red with preplan input 6. Assist ST6 Red with preplan input 7. Prepare and distribute Preplan report and BC Preplan Count report 8. Assist ST6 Blue with Preplan error check 9. Other entry updates and review. 10. RMS questions and response for ST6 RED 11. RMS questions and response for ST3 RED. 12. RMS questions and response for ST6 Green. Chief's Monthly Report - Page 7 of 18 13. RMS questions and response for ST3 Green. 14. RMS questions and response for ST6 Blue 15. Review changes to Fire RMS due to upgrade of version 4.13. 16. Contact IT about upgrade errors on mobile tablet. Research new tablets able to run upgraded software. 17. Coordination with COK IT Mandi Swanson in re continued IT Prevention Sharepoint issues; Resolved for entire KFD Sharepoint Misc. Activities - 1. CPR Instructor recertification class 2. Meeting regarding New Year's Eve celebration at Po`ipu in Mayor's Office 3. Completed training on Esolutions regarding conducting performance reviews 4. Correspondence with Envisions Entertainment regarding possible shell size reduction for New Year's Eve show in Poipu 5. TSP -13 -22 Forrest Memorial at Waioli Beach Park on 8/11 - 12/2013. 6. Sent tank permit to Hyatt Company for installation of 2 convaults for gas and diesel. 7. Sent A/G tank permit to PBR Hawaii. 8. Meeting with Ausum Systems for a product demo of web -based prevention management software. 9. Review NFPA 1730 to see how Ausum System can help manage Prevention activity requirements 10. Research new mobile tablets for hardware upgrade and budgeting 11. Staff meeting 12. Plan Review process training and draft of checklist item worksheet 13. Assist IT with installation of new laptop. Test programs to check functionality. 14. Received proposal from Ausum Systems. Review and calculate costs. Contact competitor for demo. 15. Return Fire Safety Trailer and was F -550 16. SAFER grant application 17. WUI grant application 18. SAFER peer review application correspondence 19. Prevention Sharepoint updates 20. Public Education correspondence with American Red Cross 21. Safety Trailer event scheduling 22. Correspondence with Office of Hawaiian Affairs Trustee Dan Ahuna II in regards to presenting at meeting on 08/15 23. Maintenance on Safety Trailer 24. SAFER grant quarterly reporting development 25. Leadership evaluation meeting via telephone with James Rowan 26. Recognition luncheon by Salvation Army at Kauai Museum 27. Acquired documentation for purchase of Knox key secure boxes for each fire engine 28. Took pictures of Fire Safety Trailer at Office of Hawaiian Affairs meeting in Lihue 29. Meeting with building re: Koloa Missionary Church removing commercial kitchen for private use. 30. TSP -13 -24 Brun Wedding at Lucy Wright Park for 08/18/13. 31. TSP -13 -25 Wichimae wedding reception at Anahola beach park on 12/21/13. 32. Mandatory driver training. Vidinha Stadium. 33. Management of Public Education via Sparky Fire Safety Trailer: Prevention Sharepoint Chief's Monthly Report - Page 8 of 18 34. Correspondence with Tutu and Me regarding Preschool visit 35. Correspondence with Taryn Dizon regarding Pioneer Family Picnic 36. Follow -up with Melissa McFerrin regarding County Fair 37. WUI grant application Development 38. Fire Safety Trailer staff scheduling for County Fair 39. Site visit with Patricia Wistinghausen of Kauai Community College regarding potential collaboration for KCC campus 40. SAFER grant quarterly report submission 41. AUI grant finalization for submission 42. Staff meeting 43. Process building permit plan review fees 44. Teleconference with State Fire Council Prevention Committee regarding NFPA 1730, standard for Prevention Bureaus 45. Inspect County Farm Bureau Fair 46. Transport Fire Safety Trailer to County Fair 47. Met with Rona Miura of Building Department regarding AS400 inputting 48. Review and respond to email inquiries for prevention activity requests after returning from vacation. 49. Network troubleshooting issues with IT for laptop 50. Research NFPA 101 for Assembly requirements. 51. Code research. Fire retardant application and certification. 52. Code research. Commercial Hood ducts and installation 53. Site visit at County Fair for trailer placment and vehicle clearance to access area. 54. Matthews Fire Training: Positive Pressure /Thermal Imager in Live Fire (Class/Practical) 55. AFG Radio Grants 56. Sparky Fire Safety Trailer Correspondence in re County Fair: John Cornel ARC, Keri Russell ARC, Melissa McFerrin 57. Courtroom testimony preparation class 58. Staff meeting 59. Captain's meeting 60. Process plan review payments 61. Temporary Structure Permit for a celebration of life at Lydgate Beach Park 62. KIM Holiday issue photo shoot for Sparkys Corner PSA 63. Research and compile holiday fire safety messages for Sparky's Corner PSA. 64. Complete and submit KIM Holiday PSA for Sparkys Corner. 65. Research NFPA 96 Code inquiry 66. Gather data for incomplete Fire Investigation reports 67. Research available high powered lighting systems for night time fire investigations. 68. Contact and compile quotes for high powered Pelican Lighting Systems 69. Respond to Pelican Lighting Quotes and compile final bids for Captain review. 70. KIM Sparkys Corner ad revisions as required by editor. 71. Fire Prevention Collaboration Meeting: Keri Russell (American Red Cross); John Cornel (CERT) unavailable 72. Assist FC Date with American Red Cross Meeting (on behalf of Fire 1) 73. Briefing with DC Blalock in re Reimbursement for NFA Fire Inspection Principles July 2013 74. Site Visit for 9/5/13 Sparky Trailer FET @ Lawai Beach Resort w/Nick Solatre 75. Coordination & Preparation for 9/4/13 KCC Culinary Institute Fire Extinguisher Training for Chef Martina Hildorfer & Chef Nakata Classes Chief's Monthly Report - Page 9 of 18 76. KFD Prevention Sharepoint Management: Uploading of Trailer Staff Availabilty Spreadsheet (updated), Scheduling of Sparky Trailer Events, and Finalization of Sparky Trailer Staff Instructor Pool 77. KFD Grant Committee Bimonthly Preparation& Coordination 78. KFD Grant Committee Bimonthly Meeting 79.2013 SAFER Grant Application Final Revisions & Submission; Communications with Chief Westerman, Deputy Chief Blalock, & FF Devin Medeiros 80. Correspondence with COK Grant Consultant Mary Cronin & Bob Gaines in re KFD 2013 SAFER Grant Application Submission 81. Continued Development of KFD FPB Firefighter Trainee Handout (Job Description/Recruit Exam) for Career Day Opportunities 82. Sparky Trailer @ County Fair: Maintenance Complete (Cleanup, Reorganization of Supplies, & Processing of Sign -In Sheets for 4 Days) 83. Sparky Trailer Staff Instructor Processing: FF Keahi & FF Poloa 84. Coordination of Prevention Events: Confirmation 9/4/13 FET for KCC Culinary Program (Chefs Martina Hildorfer & Nakata); Development of KFD FPB Job Career Checklist; Staffing Concerns in re KFD Prevention Sharepoint, & Cancellation of 10/2/13 Career Day Event OCEAN SAFETY BUREAU: Month of: August Type of Training Hours in YTD Training Lifeguard Agility Test Waimea pool/ Saltpond- 8 -5 -2013 8- 2 m. 2 OSB Personal 12 hrs. Jul Aug Sep Oct Nov Dec Total 2012 1 0 0 0 0 0 1 0 Total Training Hours 12 1046 2013 Drowning Statistics Summary Ocean Safety Bureau: • State Canoe regattas in Hanalei Chief's Monthly Report - Page 10 of 18 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total 2012 1 0 0 0 0 0 1 0 0 0 0 0 2 2013 3 S 2 1 0 1 2 1 15 Summary Ocean Safety Bureau: • State Canoe regattas in Hanalei Chief's Monthly Report - Page 10 of 18 • Outrigger Canoe Race Na Pali challenge • Jr Lifeguard travel Nationals competition at Manhattan Beach, California • USC campus tour with Jr Guard national team • Lifeguard agility test at Waimea pool TOWER UPDATES Ke'e Tower • 8/4 - Assisted injured female hiker (broken wrist) • 8/5 — Minor first aid x2 • 8/10 — Rescue x3 • 8/11 — Jet ski assist x2 kayakers • 8/15 — Assist bodyboarder Pine Trees Tower • 8/6 — First aid — surfer injury • 8/15 — Minor first aid Pavilion Tower • 8/5 — Launch ski respond to Anini • 8/11 — Launch ski assist x2 kayakers Anahola Tower Kealia Tower • 8/5 — First aid Lydgate Tower Po'ipu Tower • 8/1 — Rescue x5 • 8/8 — Jet ski rescue x3 • 8/9 — Rescue x2 • 8/14 — Assist x2 Salt Pond Tower • 8/10 — Minor first aid Chief's Monthly Report - Page 11 of 18 AUG 1 9 70n NEIL ABERC ORMBIE c • h�v\��..q�. KATHRYN S. MATAYOSHI 90 SUPERINTENDENT f1 _1 i�t�oP STATE OF HAWAII DEPARTMENT OF EDUCATION Kilauea School 2440 K.I. Re. Kilauea. HI 96754 Dear Firefighters, May 15, 2013 On behalf of our Kilauea School parents, students, and staff, I'd like to thank you for bringing your Fire Safety and Education Trailer to our campus. The students and teachers enjoyed touring the trailer and learning how to handle fire in various real -life situations. Surely, this will raise their fire safety awareness and prevent serious injuries in the future. We are grateful for the important work that you do to keep our community safe and for being a valuable community partner for our school. We hope that your entire department has a restful and enjoyable summer. Sincerely, Sherry Gonsalves, Kilauea School Principal AN AFFIRMATIVE ACTION AND EQUAL OPPORTUNITY EMPLOYER Chief's Monthly Report - Page 12 of 18 13 , w'3 .� kr X j� 13. G�W �Nlknu 7W y 4f, 3 A--/ tvrft4 1, VI V7 f4,A r SJ`� 4, 4kia,l 11--k vi tIA Y w, c� rtry roc W,��► y� rp� -I � �k �elfa5 A .f M s Chief's Monthly Report - Page 13 of 18 i �rrtal�r�s� .t��tr��iwsarn�swfer��7lfirl Mtr�i7J N Monsoon Luna tl Olt I Q�F1 Cl^OII��S ` � %oaf 50n9 ✓/ Oan y,-f ya. �IN�f ���► t SI ilit�f�Y i k�l- �,1r�,� fit. [E1S71�✓ /'�D greenroom Our cards are made from 80'% post consumer waste and our envelopes are made from 40% Post consumer waste. We print with nontoxic soy-Wsed ink. www.gremwomeco.com M DAME: LS T1.093 -A'31 FORINEa �Cc yr a. -Ft �� �r�r•9�v1 i a'ys�3 fl rfiiliiiii Hill 1111 ills; ill f ililriillljfftfilififH )frNlllfllll Chief's Monthly Report - Page 14 of 18 Chief's Monthly Report - Page 16 of 18 3i Chief's Monthly Report - Page 17 of 18 Robert Westerman From: Kaui Tanaka Sent: Thursday, August 22, 2013 3:54 PM To: Robert Westerman Cc: John Blalock Subject: RE: Capt. Greg Galeazzi - Wounded Warrior Aloha F1, F2 By all accounts the assist with Capt. Greg went very well thanks to Kurt and fellow firefighters and KORE volunteers. Kurt had everything ready. Mayor made the trip out to Hanalei and was taken -aback at the wonderful support provided and the enjoyment that Capt. Greg was experiencing. Appreciate all that you guys do for the County /our community and visitors. Mahalo. Kaui From: Robert Westerman Sent: Tuesday, August 20, 2013 12:34 PM To: Kaui Tanaka Cc: John Blalock Subject: RE: Capt. Greg Galeazzi - Wounded Warrior Kaui, I think Kurt has everything that is needed. John can confirm and I believe there will be a couple of Firefighters there with Kurt. F1 From: Kaui Tanaka Sent: Tuesday, August 20, 2013 11:01 AM To: Robert Westerman Subject: Capt. Greg Galeazzi - Wounded Warrior Importance: High Hi Chief, Waiting on confirmation from Galeazzi's for paddle boarding at Hanalei -Black Pot Beach at noon tomorrow. John and another brother will be accompanying Greg. Johnette Chun will ask Jim Jung to provide a life vest for the Capt. Does Kurt Leong have paddle boards and oars? We'll try to find someone too, maybe a vendor at the park. What number can we reach Kurt? Will anyone else be assisting Kurt? Mayor is trying to free his schedule to be there too. This is a low -key event with no publicity Mahalo. Kaui eT--& Administrative Aide Office of the Mayor Phone: 241 -4910 Email. ektanaka@kauai.aov Fax: 141 -6877 Chief's Monthly Report - Page 18 of 18 KAUAI FIRE DEPARTMENT Includes payroll dates 8/30/2013 & 9/13/2013 APPROPRIATION BALANCE - FY 2013 -2014 Percent of FY Expended 16.67% As of August 31, 2013 Percent of FY Remaining 83.33 % (Current Transfer (PP 3 & 4) Unassigned % Of YTD + Prior Month Bal) Monthly Appropriation Appr: % of Original Transfers Total Transfers Revised Prior Month Beg. Bal. Expenditure/ Total Expenses Bal of Appropr Rev. bud x % FY (Curr + Revised ACCOUNT Budget In /(Out) To Date In /Out Budget Balance 8/1/2013 Encumbrance To Date Incl Encumbr Exp Enc) Budget FIRE ADMINISTRATION 001 -1101- 566.01 -01 REG SAL $ 905,007.00 $ (1,880.00) $ (1,880.00) $ 903,127.00 $ 835,041.25 $ 833,161.25 $ 72,275.84 $ 142,241.59 $ 760,885.41 $ 8,279.58 8.00% 15.75% 001 -1101- 566.01 -05 VAC P/O $ 50,000.00 $ $ 50,000.00 $ 50,000.00 $ 50,000.00 $ - $ $ 50,000.00 $ 8,333.33 0.00% 0.00% 001 - 1101 - 566.02 -01 REG OT $ 34,847.00 $ $ - $ 34,847.00 $ 29,557.68 $ 29,557.68 $ 7,281.09 $ 12,570.41 $ 22,276.59 $ (6,762.58) 20.89% 36.07% Overtime $ 13,283.00 $ - $ 13,283.00 $ 9,097.68 $ 9,097.68 $ 6,177.09 $ 10,362.41 $ 2,920.59 $ (8,148.58) 46.50% 78.01% Holiday Pay $ 21,564.00 $ - $ 21,564.00 $ 20,460.00 $ 20,460.00 $ 1,104.00 $ 2,208.00 $ 19,356.00 $ 1,386.00 5.12% 10.24% 001 -1101- 566.03 -01 PREM PAY $ 15,805.00 $ - $ - $ 15,805.00 $ 14,384.34 $ 14,384.34 $ 1,414.19 $ 2,834.85 $ 12,970.15 $ (200.68) 8.95% 17.94% Temporary Assignment $ 4,500.00 $ - $ 4,500.00 $ 4,062.60 $ 4,062.60 $ 498.44 $ 935.84 $ 3,564.16 $ (185.84) 11.08% 20.80% Scheduled Overtime $ 10,403.00 $ - $ 10,403.00 $ 9,697.74 $ 9,697.74 $ 705.26 $ 1,410.52 $ 8,992.48 $ 323.31 6.78% 13.56% Night Shift Premium $ 200.00 $ - $ 200.00 $ 200.00 $ 200.00 $ 12.49 $ 12.49 $ 187.51 $ 20.84 6.25% 6.25% Meals $ 700.00 $ - $ 700.00 $ 422.00 $ 422.00 $ 198.00 $ 476.00 $ 224.00 $ (359.33) 28.29% 68.00% Temporary D'rfferential $ 1.00 $ - $ 1.00 $ 1.00 $ 1.00 $ - $ - $ 1.00 $ 0.17 0.00% 0.00% Bureau Opp Benefit Incentive $ 1.00 $ - $ 1.00 $ 1.00 $ 1.00 $ - $ - $ 1.00 $ 0.17 0.00% 0.00% 001 -1101- 566.05 -01 SSCONTR $ 39,472.00 $ $ 39,472.00 $ 36,700.22 $ 36,700.22 $ 2,924.02 $ 5,695.80 $ 33,776.20 $ 882.87 7.41% 14.43% 001 -1101- 566.05 -02 HF CONTR $ 88,608.00 $ $ 88,608.00 $ 83,195.94 $ 83,195.94 $ 5,306.31 $ 10,718.37 $ 77,889.63 $ 4,049.63 5.99% 12.10% 001-1101 -566.05-03 RET CONTR $ 184,274.00 $ $ 184,274.00 $ 168,544.06 $ 168,544.06 $ 16,318.37 $ 32,048.31 $ 152,225.69 $ (1,335.98) 8.86% 17.39% 001-1101-566.05-04 W/C TTD $ 1.00 $ 1,880.00 $ 1,880.00 $ 1,881.00 $ (1,878.77) $ 1.23 $ - $ 1,879.77 $ 1.23 $ (1,566.27) 0.00% 99.93% 001-1101-566.05-05 W/C MED $ 1,000.00 $ - $ 1,000.00 $ 1,000.00 $ 1,000.00 $ 3,840.71 $ 3,840.71 $ (2,840.71) $ (3,674.04) 384.07% 384.07% 001 - 1101 - 566.05 -06 UNEMP COMP $ 1.00 $ $ 1.00 $ 1.00 $ 1.00 $ - $ - $ 1.00 $ 0.17 0.00% 0.00% 001 - 1101 - 566.05 -09 MILEAGE $ 1,000.00 $ $ 1,000.00 $ 1,000.00 $ 1,000.00 $ 93.23 $ 93.23 $ 906.77 $ 73.44 9.32% 9.32% 001 -1101- 566.05 -12 OTHER POST E $ 212,634.00 $ $ 212,634.00 $ 195,925.99 $ 195,925.99 $ 17,962.62 $ 34,670.63 $ 177,963.37 $ 768.37 8.45% 16.31% 001 -1101- 566.10 -03 TELEPHONE $ 23,000.00 $ $ 23,000.00 $ 21,768.21 $ 21,768.21 $ 3,053.42 $ 4,285.21 $ 18,714.79 $ (451.88) 13.28% 18.63% 001 - 1101 - 566.24 -00 TRAINING $ 7,500.00 $ $ 7,500.00 $ 7,500.00 $ 7,500.00 $ - $ 7,500.00 $ 1,250.00 0.00% 0.00% 001 - 1101- 566.30 -00 OTHER SVCS $ 5,200.00 $ $ - $ 5,200.00 $ 5,200.00 $ 5,200.00 $ - $ - $ 5,200.00 $ 866.67 0.00% 0.00% CERT Prog & Fingerprnt& Backgrd Chks $ 5,200.00 $ - $ 5,200.00 $ 5,200.00 $ 5,200.00 $ - $ 5,200.00 $ 866.67 0.00% 0.00% 001 - 1101 - 566.31 -00 DUES /SUBS $ 2,000.00 $ - $ 2,000.00 $ 1,985.00 $ 1,985.00 $ 15.00 $ 1,985.00 $ 318.33 0.00% 0.75% 001 - 1101 - 566.32 -00 CONSULTANT„ $ 25,000.00 $ $ 25,000.00 $ 25,000.00 $ 25,000.00 $ - $ 25,000.00 $ 4,166.67 0.00% 0.00% 001 - 1101 - 566.35 -00 SPEC PROJ $ 17,000.00 $ $ 17,000.00 $ 17,000.04 $ 17,000.04 $ 2,485.33 $ 2,485.29 $ 14,514.71 $ 348.04 14.62% 14.62% 001 -1101- 566.41 -01 BUILDING $ 9,551.00 $ - $ 9,551.00 $ 9,551.00 $ 9,551.00 $ - $ 9,551.00 $ 1,591.83 0.00% 0.00% 001 - 1101 - 566.41 -03 OTH RENTAL $ - $ $ - $ - $ - $ $ - $ - #DIV /0! #DIV /0! 001 -1101- 566.43 -01 R &M BLDG $ 1,000.00 $ $ 1,000.00 $ 1,000.00 $ 1,000.00 $ $ 1,000.00 $ 166.67 0.00% 0.00% 001 -1101- 566.43 -02 R &M EQ $ 32,000.00 $ $ 32,000.00 $ 23,203.06 $ 23,203.06 $ 69.49 $ 8,866.43 $ 23,133.57 $ (3,533.10) 0.22% 27.71% 001 - 1101 - 566.56 -01 AIRFARE GEN $ 4,550.00 $ $ 4,550.00 $ 4,550.00 $ 4,550.00 $ - $ 4,550.00 $ 758.33 0.00% 0.00% 001 - 1101 - 566.56 -02 PERDIEM GEN $ 6,100.00 $ $ 6,100.00 $ 5,991.25 $ 5,991.25 $ 108.75 $ 5,991.25 $ 907.92 0.00% 1.78% 001 - 1101 - 566.56 -03 CAR RENTAL $ 1,225.00 $ $ 1,225.00 $ 1,225.00 $ 1,225.00 $ - $ 1,225.00 $ 204.17 0.00% 0.00% 001 - 1101 - 566.56 -04 OTH TRAV $ 2,300.00 $ $ 2,300.00 $ 2,300.00 $ 2,300.00 $ $ 2,300.00 $ 383.33 0.00% 0.00% 001 - 1101 - 566.56 -07 AIRFARE, TRG $ 3,750.00 $ $ 3,750.00 $ 3,750.00 $ 3,750.00 $ $ 3,750.00 $ 625.00 0.00% 0.00% 001 - 1101 - 566.56 -08 PER DIEM, TRC $ 1,800.00 $ $ 1,800.00 $ 1,800.00 $ 1,800.00 $ $ 1,800.00 $ 300.00 0.00% 0.00% 001 - 1101 - 566.56 -09 CAR &PARK,TR $ 500.00 $ $ 500.00 $ 500.00 $ 500.00 $ $ 500.00 $ 83.33 0.00% 0.00% 001 -1101- 566.56 -10 OTHER, TRG $ 2,350.00 $ $ 2,350.00 $ 2,350.00 $ 2,350.00 $ $ 2,350.00 $ 391.67 0.00% 0.00% 001 - 1101 - 566.57 -00 PRINTING $ 400.00 $ $ 400.00 $ 400.00 $ 400.00 $ $ 400.00 $ 66.67 0.00% 0.00% 001-1101-566.61-01 OFC SUPP $ 8,500.00 $ $ 8,500.00 $ 7,485.17 $ 7,485.17 $ 652.43 $ 1,667.26 $ 6,832.74 $ (250.59) 7.68% 19.61% 001 - 1101 - 566.62 -01 OTHER SM EQ $ - $ $ - $ - $ - $ - $ - $ - #DIV /0! #DIV /0! 001 -1101- 566.65 -00 COLL BARG $ 70,300.00 $ $ 10,000.00 $ 80,300.00 $ 79,900.24 $ 79,900.24 $ 3,254.75 $ 3,654.51 $ 76,645.49 $ 9,728.82 4.05% 4.55% Uniform Maint Allowance $ 2,100.00 $ - $ 2,100.00 $ 2,100.00 $ 2,100.00 $ - $ - $ 2,100.00 $ 350.00 0.00% 0.00% Ann Phys,Subst Scr, Imm,Exit Phys $ 68,200.00 $ 10,000.00 $ 78,200.00 $ 77,800.24 $ 77,800.24 $ 3,254.75 $ 3,654.51 $ 74,545.49 $ 9,378.82 4.16% 4.67% 001 - 1101 - 566.67 -00 OTHER COMW $ 480.00 $ - $ 480.00 $ 267.62 $ 267.62 $ 212.38 $ 267.62 $ (132.38) 0.00% 44.25% 001 -1101- 566.68 -00 PSTGE & FR $ 100.00 $ $ 100.00 $ 70.06 $ 70.06 $ 29.94 $ 70.06 $ (13.27) 0.00% 29.94% 001 - 1101 - 566.88 -03 VEH LEASE PU, $ - $ $ - $ - $ - $ - $ - $ - #DIV /0! #DIV /0! 001 - 1101 - 566.89 -03 COMP &ACCES $ 5,500.00 $ $ 5,500.00 $ 5,500.00 $ 5,500.00 $ - $ 5,500.00 $ 916.67 0.00% 0.00% $ 1,772,755.00 $ 1,641,768.36 $ 267,918.44 $ 1,504,836.56 age 1 ADMINISTRATION TOTALS $ 1,762,755.00 $ $ 10,000.00 $ 1,772,755.00 $ 1,641,768.36 $ 1,641,768.36 $ 136,931.80 $ 267,918.44 $ 1,504,836.56 $ 29,131.99 7.72% 15.11% Budget Report Page 1 of 7 Includes payroll dates 8/30/2013 & 9/13/2013 Percent of FY Expended 16.67% Percent of FY Remaining 83.33% KAUAI FIRE DEPARTMENT APPROPRIATION BALANCE - FY 2013 -2014 As of August 31, 2013 Budget Report Page 2 of 7 (Current Transfer (PP 3 & 4) Unassigned % Of YTD + Prior Month Bal) Monthly Appropriation Appr: % of Original Transfers Total Transfers Revised Prior Month Beg. Bal. Expenditure/ Total Expenses Bal of Appropr Rev. bud x % FY (Curr + Revised ACCOUNT Budaet In /(Out) To Date In /Out Budaet Balance 8/1/2013 Encumbrance To Date Ind Encumbr ExD Enc) Budget FIRE OPERATIONS 001 -1102- 566.01 -01 REG SAL $ 7,927,368.00 $ $ 7,927,368.00 $ 7,277,233.50 $ 7,277,233.50 $ 645,489.09 $ 1,295,623.59 $ 6,631,744.41 $ 25,604.41 8.14% 16.34% AJEs for Fed Grant - Safer $ - $ - 001 -1102- 566.02 -01 REG OT $ 583,117.00 $ $ - $ 583,117.00 $ 518,774.24 $ 518,774.24 $ 63,846.65 $ 128,189.41 $ 454,927.59 $ (31,003.24) 10.95% 21.98% Holiday Pay $ 505,360.00 $ - $ 505,360.00 $ 466,048.18 $ 466,048.18 $ 37,247.37 $ 76,559.19 $ 428,800.81 $ 7,667.48 7.37% 15.15% Overtime Pay $ 77,757.00 $ - $ 77,757.00 $ 52,726.06 $ 52,726.06 $ 26,599.28 $ 51,630.22 $ 26,126.78 $ (38,670.72) 34.21% 66.40% AJEs for Fed Grant - Safer $ - $ - $ - $ - $ - $ - 001 -1102- 566.02 -03 R/R Orr $ 55,000.00 $ $ 55,000.00 $ 51,802.84 $ 51,802.84 $ 3,027.24 $ 6,224.40 $ 48,775.60 $ 2,942.27 5.50% 11.32% 001 -1102-566.03-01 PREM PAY $ 463,105.00 $ $ $ 463,105.00 $ 423,884.85 $ 423,884.85 $ 40,677.03 $ 79,897.18 $ 383,207.82 $ (2,713.01) 8.78% 17.25% Night Shift Differential $ - $ - $ - $ - $ - $ - $ - $ - #DIV /0! #DIV /0! Temporary Assignment $ 120,000.00 $ - $ 120,000.00 $ 109,891.46 $ 109,891.46 $ 11,356.14 $ 21,464.68 $ 98,535.32 $ (1,464.68) 9.46% 17.89% Scheduled Overtime $ 231,104.00 $ - $ 231,104.00 $ 212,482.48 $ 212,482.48 $ 19,000.76 $ 37,622.28 $ 193,481.72 $ 895.05 8.22% 16.28% Hazard Pay $ 67,000.00 $ - $ 67,000.00 $ 60,655.54 $ 60,655.54 $ 6,228.41 $ 12,572.87 $ 54,427.13 $ (1,406.20) 9.30% 18.77% Night Alarm Premium $ 45,000.00 $ - $ 45,000.00 $ 40,854.37 $ 40,854.37 $ 4,091.72 $ 8,237.35 $ 36,762.65 $ (737.35) 9.09% 18.31% Bureau Opp Benefit Incentive $ 1.00 $ - $ 1.00 $ 1.00 $ 1.00 $ - $ - $ 1.00 $ 0.17 0.00 %. 0.00% 001 -1102- 566.05 -01 SS CONTR $ 130,915.00 $ $ 130,915.00 $ 121,017.43 $ 121,017.43 $ 9,845.00 $ 19,742.57 $ 111,172.43 $ 2,076.60 7.52% 15.08% 00 1 -1102-566.05-02 H F CONTR $ 821,758.00 $ $ 821,758.00 $ 756,582.86 $ 756,582.86 $ 64,432.97 $ 129,608.11 $ 692,149.89 $ 7,351.56 7.84% 15.77% 001 - 1102 - 566.05- 03RETCONTR $ 1,986,290.00 $ $ 1,986,290.00 $ 1,812,343.27 $ 1,812,343.27 $ 172,408.85 $ 346,355.58 $ 1,639,934.42 $ (15,307.25) 8.68% 17.44% 001 - 1102 - 566.05 -04 WCTTD $ 1.00 $ $ 1.00 $ 1.00 $ 1.00 $ - $ - $ 1.00 $ 0.17 0.00% 0.00% 001 -1102- 566.05 -05 W/C MED $ 5,000.00 $ $ 5,000.00 $ 5,000.00 $ 5,000.00 $ 35.76 $ 35.76 $ 4,964.24 $ 797.57 0.72% 0.72% 001 - 1102 - 566.05 -06 UNEMP COMP $ 1.00 $ $ 1.00 $ 1.00 $ 1.00 $ - $ - $ 1.00 $ 0.17 0.00% 0.00% 001 -1102- 566.05 -09 MILEAGE $ 15,000.00 $ $ 15,000.00 $ 12,562.01 $ 12,562.01 $ 4,006.48 $ 6,444.47 $ 8,555.53 $ (3,944.47) 26.71% 42.96% 001 - 1102 - 566.05 -12 OTHER POSTE $ 2,008,861.00 $ $ 2,008,861.00 $ 1,847,474.23 $ 1,847,474.23 $ 167,358.87 $ 328,745.64 $ 1,680,115.36 $ 6,064.53 8.33% 16.36% 001 -1102- 566.10 -01 ELEC $ 181,300.00 $ $ 181,300.00 $ 179,909.03 $ 179,909.03 $ 15,062.22 $ 16,453.19 $ 164,846.81 $ 13,763.48 8.31% 9.08% 001 -1102- 566.10 -02 WATER $ 20,000.00 $ $ 20,000.00 $ 19,482.91 $ 19,482.91 $ 1,411.34 $ 1,928.43 $ 18,071.57 $ 1,404.90 7.06% 9.64% 001 -1102- 566.10 -04 SEWER $ 15,000.00 $ $ 15,000.00 $ 15,000.00 $ 15,000.00 $ 930.30 $ 930.30 $ 14,069.70 $ 1,569.70 6.20% 6.20% 001 -1102- 566.30 -00 OTH SVCS $ 468,640.00 $ $ 468,640.00 $ 468,640.08 $ 468,640.08 $ 151,000.94 $ 151,000.86 $ 317,639.14 $ (72,894.19) 32.22% 32.22% 001 - 1102 - 566.43 -01 R &M BUILDING $ 5,000.00 $ $ 5,000.00 $ 5,000.00 $ 5,000.00 $ - $ 5,000.00 $ 833.33 0.00% 0.00% 001 -1102- 566.43 -02 R &M EQ $ 46,250.00 $ $ 46,250.00 $ 45,764.11 $ 45,764.11 $ 410.67 $ 896.56 $ 45,353.44 $ 6,811.77 0.89% 1.94% 001 -1102- 566.43 -03 R &M VEH $ 67,000.00 $ $ 67,000.00 $ 60,209.76 $ 60,209.76 $ 6,957.50 $ 13,747.74 $ 53,252.26 $ (2,581.07) 10.38% 20.52% 001-1102-566.61-02 OTH SUPP $ 75,000.00 $ $ 75,000.00 $ 66,427.33 $ 66,427.33 $ 11,066.35 $ 19,639.02 $ 55,360.98 $ (7,139.02) 14.76% 26.19% 001 -1102- 566.62 -01 SM EQUIP $ 7,300.00 $ $ 7,300.00 $ 7,300.00 $ 7,300.00 $ - $ 7,300.00 $ 1,216.67 0.00% 0.00% 001 - 1102 - 566.65 -00 COLL BARG $ 329,460.00 $ - $ - $ 329,460.00 $ 329,125.06 $ 329,125.06 $ 34,836.60 $ 35,171.54 $ 294,288.46 $ 19,738.46 10.57% 10.68% Uniform Allowance $ 57,960.00 $ - $ 57,960.00 $ 57,925.00 $ 57,925.00 $ - $ 35.00 $ 57,925.00 $ 9,625.00 0.00% 0.06% Other $ 271,500.00 $ - $ 271,500.00 $ 271,200.06 $ 271,200.06 $ 34,836.60 $ 35,136.54 $ 236,363.46 $ 10,113.46 12.83% 12.94% 001 - 1102 - 566.66 -01 GAS $ 103,000.00 $ $ 103,000.00 $ 94,963.85 $ 94,963.85 $ 4,743.41 $ 12,779.56 $ 90,220.44 $ 4,387.11 4.61% 12.41% 001 -1102- 566.66 -02 OIL $ 3,500.00 $ $ 3,500.00 $ 3,500.00 $ 3,500.00 $ 208.29 $ 208.29 $ 3,291.71 $ 375.04 5.95% 5.95% 001 - 1102 - 566.66 -03 DIESEL $ 50,000.00 $ $ 50,000.00 $ 50,000.00 $ 50,000.00 $ 8,170.44 $ 8,170.44 $ 41,829.56 $ 162.89 16.34% 16.34% 001 - 1102 - 566.66 -04 PROPANE $ 15,000.00 $ $ 15,000.00 $ 13,955.95 $ 13,955.95 $ 1,677.68 $ 2,721.73 $ 12,278.27 $ (221.73) 11.18% 18.14% 001 -1102- 566.88 -02 LEASED $ 754,043.00 $ $ 754,043.00 $ 754,043.00 $ 754,043.00 $ - $ 754,043.00 $ 125,673.83 0.00% 0.00% 001 -1102- 566.89 -01 EQUIPMENT $ 12,000.00 $ $ 12,000.00 $ 12,000.00 $ 12,000.00 $ $ 12,000.00 $ 2,000.00 0.00% 0.00% 001 - 1102 - 566.89 -06 EQ /PUB SFTY $ 62,228.00 $ $ 62,228.00 $ 62,228.00 $ 62,228.00 $ $ 62,228.00 $ 10,371.33 0.00% 0.00% $ 16,211,137.00 $ 15,014,226.31 $ 2,604,514.37 $ 13,606,622.63 OPERATIONS TOTALS $ 16,211,137.00 $ - $ $ 16,211,137.00 $ 15,014,226.31 $ 15,014,226.31 $ 1,407,603.68 $ 2,604,514.37 $ 13,606,622.63 $ 31,720.49 8.68% 16.07% Rank for Rank R/R Hours - Maximum 1,656.00 R/R Hours FYTD 144.00 % of R/R Hours YTD 8.70% R/R Hours - Current Month 72.00 (RC +RA +RR bal) % R/R Hours - Current Mo. 4.35% age 2 age 3 Budget Report Page 3 of 7 KAUAI FIRE DEPARTMENT Includes payroll dates 8/30/2013 & 9/13/2013 APPROPRIATION BALANCE - FY 2013 -2014 Percent of FY Expended 16.67% As of August 31, 2013 Percent of FY Remaining 83.33 % (Current Transfer (PP 3 & 4) Unassigned % Of YTD + Prior Month Bal) Monthly Appropriation Appr: % of Original Transfers Total Transfers Revised Prior Month Beg. Bal. Expenditure/ Total Expenses Bal of Appropr Rev. bud x % FY (Curr + Revised ACCOUNT Budget In /(Out) To Date In /Out Budget Balance 8/1/2013 Encumbrance To Date Incl Encumbr Exp Enc) Budget FIRE PREVENTION 001 - 1103 - 566.01 -01 REG SAL $ 277,056.00 $ $ 277,056.00 $ 253,968.00 $ 253,968.00 $ 23,088.00 $ 46,176.00 $ 230,880.00 $ - 8.33 % 16.67% 001 -1103- 566.02 -01 REG OT $ 92,683.00 $ $ 92,683.00 $ 88,788.73 $ 88,788.73 $ 4,249.56 $ 8,143.83 $ 84,539.17 $ 7,303.34 4.59% 8.79% 001 -1103- 566.03 -01 PREM PAY $ 47,090.00 $ $ - $ 47,090.00 $ 43,338.84 $ 43,338.84 $ 3,763.62 $ 7,514.78 $ 39,575.22 $ 333.55 7.99% 15.96% Bureau Opp Benefit Incentive $ 16,800.00 $ $ 16,800.00 $ 15,400.00 $ 15,400.00 $ 1,400.00 $ 2,800.00 $ 14,000.00 $ - 8.33% 16.67% Meals $ 100.00 $ $ 100.00 $ 100.00 $ 100.00 $ - $ - $ 100.00 $ 16.67 0.00% 0.00% Temporary Assignment $ 2,100.00 $ $ 2,100.00 $ 1,874.86 $ 1,874.86 $ 263.04 $ 488.18 $ 1,611.82 $ (138.18) 12.53% 23.25% Night Shift Premium $ 90.00 $ $ 90.00 $ 90.00 $ 90.00 $ - $ - $ 90.00 $ 15.00 0.00% 0.00% Stand -By Pay $ 28,000.00 $ $ 28,000.00 $ 25,873.98 $ 25,873.98 $ 2,100.58 $ 4,226.60 $ 23,773.40 $ 440.07 7.50% 15.10% 001 - 1103 - 566.05 -01 SS CONTR $ 6,044.00 $ $ 6,044.00 $ 5,643.56 $ 5,643.56 $ 405.48 $ 805.92 $ 5,238.08 $ 201.41 6.71% 13.33% 001 - 1103 - 566.05 -02 HF CONTR $ 38,361.00 $ $ 38,361.00 $ 36,029.60 $ 36,029.60 $ 2,331.40 $ 4,662.80 $ 33,698.20 $ 1,730.70 6.08% 12.16% 001 -1103-566.05-03 RET CONTR $ 91,702.00 $ $ 91,702.00 $ 84,635.26 $ 84,635.26 $ 7,153.28 $ 14,220.02 $ 77,481.98 $ 1,063.65 7.80% 15.51% 001 - 1103 - 566.05 -04 W/C TTD $ 1.00 $ $ 1.00 $ 1.00 $ 1.00 $ - $ - $ 1.00 $ 0.17 0.00% 0.00% 001 - 1103 - 566.05 -05 WC MED $ 500.00 $ $ 500.00 $ 500.00 $ 500.00 $ $ 500.00 $ 83.33 0.00% 0.00% 001 - 1103 - 566.05 -06 UNEMP COMP $ 1.00 $ $ 1.00 $ 1.00 $ 1.00 $ $ $ 1.00 $ 0.17 0.00% 0.00% 001 - 1103 - 566.05 -09 MILEAGE $ - $ $ - $ - $ - $ $ $ - $ - #DIV /0! #DIV /0! 001 - 1103 - 566.05 -12 OTHER POST E $ 92,744.00 $ $ 92,744.00 $ 86,149.90 $ 86,149.90 $ 6,920.00 $ 13,514.10 $ 79,229.90 $ 1,943.23 7.46% 14.57% 001 - 1103 - 566.31 -00 DUES &SUBS $ 3,000.00 $ $ 3,000.00 $ 3,000.00 $ 3,000.00 $ - $ 3,000.00 $ 500.00 0.00% 0.00% 001 - 1103 - 566.55 -00 ADVERTISING $ 11,000.00 $ $ 11,000.00 $ 11,000.00 $ 11,000.00 $ $ 11,000.00 $ 1,833.33 0.00% 0.00% 001 - 1103- 566.56 -01 AIRFARE, GEN $ 1,882.00 $ $ 1,882.00 $ 1,882.00 $ 1,882.00 $ $ 1,882.00 $ 313.67 0.00% 0.00% 001 - 1103 - 566.56 -02 PER DIEM, GEP $ 2,426.00 $ $ 2,426.00 $ 2,426.00 $ 2,426.00 $ $ 2,426.00 $ 404.33 0.00% 0.00% 001 - 1103 - 566.56.03 CAR RENTAL &I $ 83.00 $ $ 83.00 $ 83.00 $ 83.00 $ $ 83.00 $ 13.83 0.00% 0.00% 001 - 1103 - 566.56 -04 OTHER TRAV,( $ 1,580.00 $ $ 1,580.00 $ 1,580.00 $ 1,580.00 $ $ 1,580.00 $ 263.33 0.00% 0.00% 001 - 1103 - 566.56 -07 AIRFARE, TRG $ 892.00 $ $ 892.00 $ 892.00 $ 892.00 $ $ 892.00 $ 148.67 0.00% 0.00% 001 - 1103- 566.56 -08 PER DIEM, TRG $ 280.00 $ $ 280.00 $ 280.00 $ 280.00 $ $ 280.00 $ 46.67 0.00% 0.00% 001 - 1103 - 566.56 -09 CAR RENT &PA, $ 166.00 $ $ 166.00 $ 166.00 $ 166.00 $ $ 166.00 $ 27.67 0.00% 0.00% 001 - 1103 - 566.56 -10 OTHER, TRG $ 1,400.00 $ $ 1,400.00 $ 1,400.00 $ 1,400.00 $ $ 1,400.00 $ 233.33 0.00% 0.00% 001 -1103- 566.61 -02 OTH SUPP $ 14,000.00 $ $ 14,000.00 $ 10,917.10 $ 10,917.10 $ 204.85 $ 3,287.75 $ 10,712.25 $ (954.42) 1.46% 23.48% 001 -1103- 566.62 -01 SM EQUIP $ 500.00 $ $ 500.00 $ 500.00 $ 500.00 $ - $ 500.00 $ 83.33 0.00% 0.00% 001 - 1103 - 566.65 -00 COLL BARG $ 1,680.00 $ $ - $ 1,680.00 $ 1,680.00 $ 1,680.00 $ - $ $ 1,680.00 $ 280.00 0.00% 0.00% Uniform Allowance $ 1,680.00 $ $ 1,680.00 $ 1,680.00 $ 1,680.00 $ - $ $ 1,680.00 $ 280.00 0.00% 0.00% Other $ $ - $ - $ - $ $ - $ - #DIV /0! #DIV /0! 001 - 1103 - 566.89 -01 EQUIPMENT $ 8,501.00 $ $ 8,501.00 $ 8,501.00 $ 8,501.00 $ 3,035.98 $ 3,035.98 $ 5,465.02 $ (1,619.15) 35.71% 35.71% $ 693,572.00 $ 643,362.99 $ 101,361.18 $ 592,210.82 PREVENTION TOTALS $ 693,572.00 $ $ $ 693,572.00 $ 643,362.99 $ 643,362.99 $ 51,152.17 $ 101,361.18 $ 592,210.82 $ 13,870.82 7.38% 14.61% age 3 Budget Report Page 3 of 7 Budget Report Page 4 of 7 age 4 KAUAI FIRE DEPARTMENT Includes payroll dates 8/30/2013 & 9/13/2013 APPROPRIATION BALANCE - FY 2013 -2014 Percent of FY Expended 16.67% As of August 31, 2013 Percent of FY Remaining 83.33% (Current Transfer (PP 3 & 4) Unassigned % Of YTD + Prior Month Bal) Monthly Appropriation Appr: % of Original Transfers Total Transfers Revised Prior Month Beg. Bal. Expenditure/ Total Expenses Bal of Appropr Rev. bud x % FY (Curr + Revised ACCOUNT Budget In /(Out) To Date In /Out Budget Balance 8/1/2013 Encumbrance To Date Incl Encumbr Exp Enc) Budget FIRE TRAINING 001 - 1104 - 566.01 -01 REG SAL $ 141,564.00 $ $ 141,564.00 $ 129,564.00 $ 129,564.00 $ 12,000.00 $ 24,000.00 $ 117,564.00 $ (406.00) 8.48% 16.95% 001 -1104- 566.02 -01 REG OT $ 227,900.00 $ $ 227,900.00 $ 200,958.12 $ 200,958.12 $ 40,835.35 $ 67,777.23 $ 160,122.77 $ (97,313.33) 17.92% 29.74% Trng OT /Trng BackFill OT /Instr OT $ $ - $ - $ - $ 40,835.35 $ 67,519.43 001 -1104- 566.03- 01PREM PAY $ 9,200.00 $ $ $ 9,200.00 $ 8,347.60 $ 8,347.60 $ 700.00 $ 1,552.40 $ 7,647.60 $ (19.07) 7.61% 16.87% Bureau Opp Benefit Incentive $ 8,400.00 $ $ 8,400.00 $ 7,700.00 $ 7,700.00 $ 700.00 $ 1,400.00 $ 7,000.00 $ - 8.33% 16.67% Meals $ 100.00 $ $ 100.00 $ 100.00 $ 100.00 $ - $ - $ 100.00 $ 16.67 0.00% 0.00% Temporary Assignment $ 700.00 $ $ 700.00 $ 547.60 $ 547.60 $ $ 152.40 $ 547.60 $ (35.73) 0.00% 21.77% Night Shift Premium /Hazard Duty $ $ - $ - $ - $ $ - $ - $ - #DIV /0! #DIV /0! 001- 1104 - 566.05 -01 SS CONTR $ 5,491.00 $ $ 5,491.00 $ 4,960.93 $ 4,960.93 $ 717.53 $ 1,247.60 $ 4,243.40 $ (332.43) 13.07% 22.72% 001 - 1104 - 566.05 -02 HF CONTR $ 28,688.00 $ $ 28,688.00 $ 24,868.32 $ 24,868.32 $ 5,024.28 $ 8,843.96 $ 19,844.04 $ (4,062.63) 17.51% 30.83% 001 -1104-566.05-03 RET CONTR $ 83,306.00 $ $ 83,306.00 $ 74,013.69 $ 74,013.69 $ 12,487.63 $ 21,779.94 $ 61,526.06 $ (7,895.61) 14.99% 26.14% 001 - 1104 - 566.05 -04 W/C TTD $ 1.00 $ $ 1.00 $ 1.00 $ 1.00 $ - $ - $ 1.00 $ 0.17 0.00% 0.00% 001 - 1104 - 566.05 -05 W/C IVIED $ 500.00 $ $ 500.00 $ 500.00 $ 500.00 $ $ 500.00 $ 83.33 0.00% 0.00% 001 - 1104 - 566.05 -06 UNEMP COMP $ 1.00 $ $ 1.00 $ 1.00 $ 1.00 $ $ $ 1.00 $ 0.17 0.00% 0.00% 001 - 1104 - 566.05 -09 MILEAGE $ 1.00 $ $ 1.00 $ 1.00 $ 1.00 $ $ $ 1.00 $ 0.17 0.00% 0.00% 001 - 1104 - 566.05 -10 OTHER EMP BE $ - $ $ - $ - $ - $ $ $ - $ - #DIV /0! #DIV /0! 001 - 1104 - 566.05 -12 OTHER POST E $ 84,253.00 $ $ 84,253.00 $ 75,603.40 $ 75,603.40 $ 12,113.60 $ 20,763.20 $ 63,489.80 $ (6,721.03) 14.93% 28.66% 001 - 1104 - 566.24 -00 TRAINING $ 47,800.00 $ (10,000.00) $ 37,800.00 $ 34,879.67 $ 34,879.67 $ - $ - $ 34,415.72 $ 2,915.72 1.23% 8.95% Training - Other Than OT $ $ - $ - $ - $ 463.95 $ 3,384.28 001 - 1104 - 566.30 -00 OTHER SVC $ - $ $ - $ - $ - $ - $ - $ - #DIV /0! #DIV /0! 001 - 1104 - 566.43 -02 R &M EQUIP $ 12,700.00 $ $ 12,700.00 $ 12,700.00 $ 12,700.00 $ 800.54 $ 800.54 $ 11,899.46 $ 1,316.13 6.30% 6.30% 001 - 1104 - 566.56 -04 OTHER TRAVE $ 1.00 $ $ 1.00 $ 1.00 $ 1.00 $ - $ 1.00 $ 0.17 0.00% 0.00% 001 - 1104 - 566.56 -07 AIRFARE, TRG $ 16,560.00 $ $ 16,560.00 $ 16,335.00 $ 16,335.00 $ 2,828.68 $ 3,053.68 $ 13,506.32 $ (293.68) 17.08% 18.44% 001 - 1104 - 566.56 -08 PER DIEM, TRO $ 21,650.00 $ $ 21,650.00 $ 18,472.50 $ 18,472.50 $ (60.00) $ 3,117.50 $ 18,532.50 $ 490.83 -0.28% 14.40% 001 - 1104 - 566.56 -09 CAR RENTAL $ 5,440.00 $ $ 5,440.00 $ 5,421.00 $ 5,421.00 $ 100.00 $ 119.00 $ 5,321.00 $ 787.67 1.84% 2.19% 001 - 1104 - 566.56 -10 OTHER, TRG $ 25,214.00 $ $ 25,214.00 $ 22,666.68 $ 22,666.68 $ 1,310.00 $ 3,857.32 $ 21,356.68 $ 345.01 5.20% 15.30% 001 - 1104 - 566.61 -01 OFC SUPPLIES $ 1.00 $ $ 1.00 $ 1.00 $ 1.00 $ - $ 1.00 $ 0.17 0.00% 0.00% 001- 1104 - 566.61 -02 SUPPLIES /OTH $ 4,500.00 $ $ 4,500.00 $ 4,500.00 $ 4,500.00 $ $ 4,500.00 $ 750.00 0.00% 0.00% 001 - 1104 - 566.61 -03 CONTROLLED. $ - $ $ - $ - $ - $ $ - $ - #DIV /0! #DIV /0! 001 - 1104 - 566.62 -01 OTHER SMALL $ 1.00 $ $ 1.00 $ 1.00 $ 1.00 $ $ 1.00 $ 0.17 0.00% 0.00% 001 -1104- 566.65 -00 COLL BARG $ 840.00 $ $ $ 840.00 $ 840.00 $ 840.00 $ - $ $ 840.00 $ 140.00 0.00% 0.00% Uniform Allowance $ 840.00 $ $ 840.00 $ 840.00 $ 840.00 $ $ $ 840.00 $ 140.00 0.00% 0.00% Other $ $ - $ - $ - $ $ - $ - #DIV /0! #DIV /0! 001 - 1104 - 566.89 -01 EQUIPMENT $ - $ $ - $ - $ - $ $ - $ - #DIV /0! #DIV /0! $ 705,612.00 $ 634,636.91 $ 160,296.65 $ 545,315.35 TRAINING BUREAU TOTALS $ 715,612.00 $ $ (10,000.00) $ 705,612.00 $ 634,636.91 $ 634,636.91 $ 89,321.56 $ 160,296.65 $ 545,315.35 $ (110,699.09) 12.66% 22.72% age 4 age 5 Budget Report Page 5 of 7 KAUAI FIRE DEPARTMENT Includes payroll dates 8/30/2013 & 9/13/2013 APPROPRIATION BALANCE - FY 2013 -2014 Percent of FY Expended 16.67% As of August 31, 2013 Percent of FY Remaining 83.33% (Current Transfer (PP 3 & 4) Unassigned % Of YTD + Prior Month Bal) Monthly Appropriation Appr: % of Original Transfers Total Transfers Revised Prior Month Beg. Bal. Expenditure/ Total Expenses Bal of Appropr Rev. bud x % FY (Curr + Revised ACCOUNT Budget In /(Out) To Date In /Out Budget Balance 8/1/2013 Encumbrance To Date Incl Encumbr Exp Enc) Budget OCEAN SAFETY BUREAU 001 - 1105 - 566.01 -01 REG SAL $ 1,979,741.00 $ (7,000.00) $ (7,000.00) $ 1,972,741.00 $ 1,838,192.80 $ 1,831,192.80 $ 143,869.23 $ 285,417.43 $ 1,687,323.57 $ 43,372.74 7.29% 14.47% Charged to State Grant - Kee Beach $ (9,654.24) 001 -1105- 566.02 -01 REG OT $ 180,944.00 $ $ 180,944.00 $ 168,783.51 $ 168,783.51 $ 16,459.10 $ 28,619.59 $ 152,324.41 $ 1,537.74 9.10% 15.82% Charged to State Grant - Kee Beach $ (231.65) 001 -1105- 566.03 -01 PREM PAY $ 53,850.00 $ - $ $ 53,850.00 $ 50,104.53 $ 50,104.53 $ 4,079.59 $ 7,825.06 $ 46,024.94 $ 1,149.94 7.58% 14.53% Temporary Assignment $ 10,000.00 $ $ 10,000.00 $ 9,460.05 $ 9,460.05 $ 654.40 $ 1,194.35 $ 8,805.65 $ 472.32 6.54% 11.94% Meals $ 50.00 $ $ 50.00 $ 50.00 $ 50.00 $ 50.00 $ 50.00 $ - $ (41.67) 100.00% 100.00% Hazard Jetski Premium $ 43,800.00 $ $ 43,800.00 $ 40,550.00 $ 40,550.00 $ 3,453.75 $ 6,703.75 $ 37,096.25 $ 596.25 7.89% 15.31% Charged to State Grant - Kee Beach $ 44.48 $ 44.48 $ (78.56) $ (123.04) $ 123.04 001 -1105- 566.05 -01 SS CONTR $ 161,630.00 $ $ 161,630.00 $ 150,477.25 $ 150,477.25 $ 11,687.87 $ 22,840.62 $ 138,789.38 $ 4,097.71 7.23% 14.13% AJE from State Grant - Kee Beach 001 -1105- 566.05 -02 HF CONTR $ 264,919.00 $ $ 264,919.00 $ 248,686.05 $ 248,686.05 $ 16,194.62 $ 32,427.57 $ 232,491.43 $ 11,725.60 6.11% 12.24% AJE from State Grant - Kee Beach 001 -1105- 566.05 -03 RET CONTR $ 327,844.00 $ $ 327,844.00 $ 302,523.81 $ 302,523.81 $ 25,989.96 $ 51,310.15 $ 276,533.85 $ 3,330.52 7.93% 15.65% AJE from State Grant - Kee Beach 001 -1105-566.05-04 W/C TTD $ 1.00 $ 7,000.00 $ 7,000.00 $ 7,001.00 $ (4,552.27) $ 2,447.73 $ 4,083.44 $ 8,636.71 $ (1,635.71) $ (7,469.88) 58.33% 123.36% 001 -1105- 566.05 -05 W/C MED $ 15,000.00 $ - $ 15,000.00 $ 14,488.92 $ 14,488.92 $ 776.87 $ 1,287.95 $ 13,712.05 $ 1,212.05 5.18% 8.59% 001 - 1105 - 566.05 -06 UNEMP COMP $ 1.00 $ $ 1.00 $ 1.00 $ 1.00 $ - $ 1.00 $ 0.17 0.00% 0.00% 001 -1105- 566.05 -09 MILEAGE $ 2,000.00 $ $ 2,000.00 $ 1,561.54 $ 1,561.54 $ 307.94 $ 746.40 $ 1,253.60 $ (413.07) 15.40% 37.32% 001 -1105- 566.05 -12 OTHER POST E $ 492,734.00 $ $ 492,734.00 $ 459,429.93 $ 459,429.93 $ 36,142.37 $ 69,446.44 $ 423,287.56 $ 12,675.89 7.34% 14.09% 001 - 1105 - 566.24 -00 TRAINING $ 2,000.00 $ $ 2,000.00 $ 2,000.00 $ 2,000.00 $ - $ $ 250.00 $ (1,416.67) 87.50% 87.50% Training - Other Than OT $ $ - $ - $ - $ 1,750.00 $ 1,750.00 001 - 1105 - 566.30- 000THSVCS $ 34,000.00 $ (2,500.00) $ 31,500.00 $ 27,532.92 $ 27,532.92 $ 3,717.85 $ 7,684.93 $ 23,815.07 $ (2,434.93) 11.80% 24.40% 001 -1105- 566.43 -02 R &M EQ $ 13,000.00 $ $ 13,000.00 $ 11,542.80 $ 11,542.80 $ 1,457.20 $ 11,542.80 $ 709.47 0.00% 11.21% 001 -1105- 566.43 -03 R &M VEH $ 26,000.00 $ $ 26,000.00 $ 25,123.09 $ 25,123.09 $ 3,932.97 $ 4,809.88 $ 21,190.12 $ (476.55) 15.13% 18.50% 001 -1105- 566.56 -01 AIRFARE, GENT $ 8,402.00 $ $ 8,402.00 $ 8,402.00 $ 8,402.00 $ 287.45 $ 287.45 $ 8,114.55 $ 1,112.88 3.42% 3.42% 001 - 1105 - 566.56 -02 PER DIEM, GEl` $ 1,040.00 $ 2,500.00 $ 3,540.00 $ 1,230.00 $ 1,230.00 $ 2,310.00 $ 1,230.00 $ (1,720.00) 0.00% 65.25% 001 -1105- 566.56 -03 CAR RENTAL &I $ 1,195.00 $ - $ 1,195.00 $ 1,195.00 $ 1,195.00 $ - $ 1,195.00 $ 199.17 0.00% 0.00% 001 - 1105 - 566.56 -04 OTHER TRAVE $ 225.00 $ $ 225.00 $ 225.00 $ 225.00 $ $ 225.00 $ 37.50 0.00% 0.00% 001 - 1105 - 566.56 -07 AIRFARE, TRAI $ 2,060.00 $ $ 2,060.00 $ 2,060.00 $ 2,060.00 $ $ 2,060.00 $ 343.33 0.00% 0.00% 001 - 1105 - 566.56 -08 PER DIEM, TRP $ 940.00 $ $ 940.00 $ 940.00 $ 940.00 $ $ 940.00 $ 156.67 0.00% 0.00% 001 - 1105 - 566.56 -09 CAR RENTAL &I $ 420.00 $ $ 420.00 $ 420.00 $ 420.00 $ $ 420.00 $ 70.00 0.00% 0.00% 001 - 1105 - 566.56 -10 OTHER, TRAINI $ 630.00 $ $ 630.00 $ 630.00 $ 630.00 $ $ 630.00 $ 105.00 0.00% 0.00% 001 - 1105 - 566.61 -02 OTHER SUPPLI $ 43,000.00 $ $ 43,000.00 $ 40,760.34 $ 40,760.34 $ 3,340.10 $ 5,579.76 $ 37,420.24 $ 1,586.91 7.77% 12.98% 001 - 1105 - 566.61 -03 CONTROLLED $ - $ $ - $ - $ - $ - $ - $ - #DIV /OI #DIV /OI 001 - 1105 - 566.62 -01 OTHER SMALL $ 1,000.00 $ $ 1,000.00 $ 1,000.00 $ 1,000.00 $ $ 1,000.00 $ 166.67 0.00% 0.00% 001 - 1105- 566.65 -00 COLL BARG $ 56,240.00 $ $ $ 56,240.00 $ 56,240.00 $ 56,240.00 $ - $ $ 56,240.00 $ 9,373.33 0.00% 0.00% Uniform Allowance $ 3,240.00 $ $ 3,240.00 $ 3,240.00 $ 3,240.00 $ - $ $ 3,240.00 $ 540.00 0.00% 0.00% Other $ 53,000.00 $ $ 53,000.00 $ 53,000.00 $ 53,000.00 $ $ 53,000.00 $ 8,833.33 0.00% 0.00% 001 - 1105 - 566.66 -02 OIL $ 1,000.00 $ $ 1,000.00 $ 1,000.00 $ 1,000.00 $ $ 1,000.00 $ 166.67 0.00% 0.00% 001 - 1105 - 566.89 -01 EQUIPMENT $ 4,500.00 $ $ 4,500.00 $ 4,500.00 $ 4,500.00 $ $ 4,500.00 $ 750.00 0.00% 0.00% 001 - 1105 - 566.89 -03 COMPUTERS A $ 3,000.00 $ $ 3,000.00 $ 3,000.00 $ 3,000.00 $ $ 3,000.00 $ 500.00 0.00% 0.00% 001 - 1105 - 566.89 -06 EQ /PUB SFTY $ 14,500.00 $ $ 14,500.00 $ 14,500.00 $ 14,500.00 $ $ 14,500.00 $ 2,416.67 0.00% 0.00% $ 3,691,816.00 $ 3,431,998.22 $ 3,431,998.22 $ 532,437.14 $ 3,159,378.86 OCEAN SAFETY TOTALS $ 3,691,816.00 $ $ $ 3,691,816.00 $ 3,431,998.22 $ 3,431,998.22 $ 272,619.36 $ 532,437.14 $ 3,159,378.86 $ 82,158.86 7.38% 14.42% age 5 Budget Report Page 5 of 7 Includes payroll dates 8/30/2013 & 9/13/2013 Percent of FY Expended 16.67% Percent of FY Remaining 83.33 % KAUAI FIRE DEPARTMENT APPROPRIATION BALANCE - FY 2013 -2014 As of August 31, 2013 Budget Report Page 6 of 7 age 6 (Current Transfer (PP 3 & 4) Unassigned % Of YTD + Prior Month Bal) Monthly Appropriation Appr: % of Original Transfers Total Transfers Revised Prior Month Beg. Bal. Expenditure/ Total Expenses Bal of Appropr Rev. bud x % FY (Curr + Revised ACCOUNT Budget In /(Out) To Date In /Out Budget Balance 8/1/2013 Encumbrance To Date Incl Encumbr Exp Enc) Budget FIRE COMMISSION 001 - 1106 - 566.05 -09 MILEAGE $ - $ $ - $ - $ - $ $ $ - #DIV /0! #DIV /0! 001 - 1106 - 566.24 -00 TRAINING $ 1,000.00 $ $ 1,000.00 $ 1,000.00 $ 1,000.00 $ $ 1,000.00 $ 166.67 0.00% 0.00% 001 - 1106 - 566.31 -00 DUES &SUBS $ 585.00 $ $ 585.00 $ 585.00 $ 585.00 $ $ 585.00 $ 97.50 0.00% 0.00% 001 - 1106 - 566.55 -00 ADVERTISING $ 350.00 $ $ 350.00 $ 350.00 $ 350.00 $ $ 350.00 $ 58.33 0.00% 0.00% 001 - 1106 - 566.56 -01 AIRFARE /GEN $ 3,000.00 $ $ 3,000.00 $ 3,000.00 $ 3,000.00 $ 1,462.78 $ 1,462.78 $ 1,537.22 $ (962.78) 48.76% 48.76% 001 - 1106 - 566.56 -02 PER DIEM /GEN $ 4,550.00 $ $ 4,550.00 $ 4,022.50 $ 4,022.50 $ 527.50 $ 4,022.50 $ 230.83 0.00% 11.59% 001 - 1106 - 566.56 -03 CAR RENT &PA $ 975.00 $ $ 975.00 $ 975.00 $ 975.00 $ - $ 975.00 $ 162.50 0.00% 0.00% 001 - 1106 - 566.56 -04 OTHERTRAV /C $ 2,030.00 $ $ 2,030.00 $ 2,030.00 $ 2,030.00 $ 695.00 $ 695.00 $ 1,335.00 $ (356.67) 34.24% 34.24% 001 - 1106 - 566.61 -01 OFC SUPPLIES $ 300.00 $ $ 300.00 $ 300.00 $ 300.00 $ - $ 300.00 $ 50.00 0.00% 0.00 % 001 - 1106 - 566.61 -02 OTHER SUPPLI $ 25.00 $ $ 25.00 $ 25.00 $ 25.00 $ $ 25.00 $ 4.17 0.00% 0.00% 001 - 1106 - 566.67 -00 OTHER COMW $ 331.00 $ $ 331.00 $ 331.00 $ 331.00 $ $ 331.00 $ 55.17 0.00% 0.00% 001 - 1106 - 566.68 -00 POST &FREIGHT $ 50.00 $ $ 50.00 $ 50.00 $ 50.00 $ $ 50.00 $ 8.33 0.00% 0.00% $ 13,196.00 $ 12,668.50 $ 12,668.50 $ 2,685.28 $ 10,510.72 FIRE COMMISSION TOTALS $ 13,196.00 $ $ $ 13,196.00 $ 12,668.50 $ 12,668.50 $ 2,157.78 $ 2,685.28 $ 10,510.72 $ (485.95) 16.35% 20.35% age 6 Includes payroll dates 8/30/2013 & 9/13/2013 Percent of FY Expended 16.67% Percent of FY Remaining 83.33% Original Transfers Total Transfers KAUAI FIRE DEPARTMENT APPROPRIATION BALANCE - FY 2013 -2014 As of August 31, 2013 (Current Transfer (PP 3 & 4) Unassigned % Of YTD + Prior Month Bal) Monthly Appropriation Appr: % of Revised Prior Month Beg. Bal. Expenditure/ Total Expenses Bal of Appropr Rev. bud x % FY (Curr + Revised Budqet Balance 8/1/2013 Encumbrance To Date Incl Encumbr Exp Enc) Budqet $ 2,750,196.00 $ 20,300,636.00 $ 392,700.00 $ 13,196.00 $ 23,456,728.00 86.55% Non - payroll Payroll Other Coll Bargaining Fire Commission Payroll % Budgeted (should have spent) $ 3,845,815.33 16.67% Actual Expenses $ 3,666,527.78 15.89% Budgeted but not expended $ 179,287.55 0.78% Admin Bldg and R &M EQ $ 1,941.26 Others $ Budgeted but not $ 115,589.16 Expended % ADMINISTRATION TOTALS $ 1,762,755.00 $ $ $ 1,772,755.00 $ 1,641,768.36 $ 1,641,768.36 $ 136,931.80 $ 267,918.44 $ 1,504,836.56 $ 29,131.99 7.72% 15.11% $ 27,540.73 1.55% OPERATIONS TOTALS $ 16,211,137.00 $ $ $ 16,211,137.00 $ 15,014,226.31 $ 15,014,226.31 $ 1,407,603.68 $ 2,604,514.37 $ 13,606,622.63 $ 31,720.49 8.68% 16.07% $ 97,341.80 0.60% PREVENTION TOTALS $ 693,572.00 $ $ $ 693,572.00 $ 643,362.99 $ 643,362.99 $ 51,152.17 $ 101,361.18 $ 592,210.82 $ 13,870.82 7.38% 14.61% $ 14,234.15 2.05% TRAINING BUREAU TOTALS $ 715,612.00 $ - $ $ 705,612.00 $ 634,636.91 $ 634,636.91 $ 89,321.56 $ 160,296.65 $ 545,315.35 $ (110,699.09) 12.66% 22.72% $ (42,694.65) -6.05% OCEAN SAFETY TOTALS $ 3,691,816.00 $ $ $ 3,691,816.00 $ 3,431,998.22 $ 3,431,998.22 $ 272,619.36 $ 532,437.14 $ 3,159,378.86 $ 82,158.86 7.38% 14.42% $ 82,865.53 2.24% $ 23,074,892.00 $ - $ - $ 23,074,892.00 $ 21,365,992.79 $ 21,365,992.79 $ 1,957,628.57 $ 3,666,527.78 $ 19,408,364.22 $ 46,183.07 $ 0.44 $ 0.83 T$179,287.56 $ 2,750,196.00 $ 20,300,636.00 $ 392,700.00 $ 13,196.00 $ 23,456,728.00 86.55% Non - payroll Payroll Other Coll Bargaining Fire Commission Payroll % Budgeted (should have spent) $ 3,845,815.33 16.67% Actual Expenses $ 3,666,527.78 15.89% Budgeted but not expended $ 179,287.55 0.78% Admin Bldg and R &M EQ $ 1,941.26 Others $ (65,639.65) $ 115,589.16 age 7 9/12/ Budget Report Page 7 of 7 OFFICE OF THE COUNTY AUDITOR ' COUNTY OF KAUAI, STATE OF HAWAII HALE PUMEHANA BUILDING 3083 AKAHI STREET, ROOM 201 h'- LTHU'E, HAWAII 96766 -1102 Telephone: (808) 241 -4178 Ernesto G. Pasion Fax: (808) 241 -6208 County Auditor Email: auditor @kauai.gov Website: www.kauai.gov /auditor August 28, 2013 Honorable Jimmy Miranda, Commission Chair and Fire Commissioners c/o Office of Boards & Commissions County of Kaua'i 4444 Rice Street, Suite 150 L-1hu'e, Hawai'i 96766 Dear Chair Miranda and Commissioners: AUG 2 8 2013 f BOARDS & COMMISSIC1 1S On Wednesday, August 14, 2013, Mr. Pericles Manthos, P.E., Principal of Manthos Engineering, and I were before the Kaua'i County Council. Pursuant to Council's request on Communication No. C 2013 -380, we were requested to discuss three (3) capital project audits conducted by the Office of the County Auditor (OCA). Mr. Manthos was hired by OCA to provide his technical expertise in the audits which included the audit of the Kaiakea Fire Station Project. The audit reported that although the project was completed within budget and ahead of schedule, improvements are needed in project planning and management to ensure projects such as the Kaiakea Fire Station are constructed that meet public needs at an appropriate price. At the Council meeting, I presented a Station Design Conference flyer dealing with site location, design phase and construction of fire stations, which I provided to County Engineer Larry Dill. The flyer indicates that resources are available to address problems common to fire station construction, avoiding the reinventing the wheel process. Chair Furfaro requested me to provide the Fire Commission a copy of the flyer, which is attached. A copy of the audit report, which was issued in Fiscal Year 2010 -2011, is attached. The audit report provides a more in -depth analysis of the process involved in the construction of the Kaiakea fire station. The audit report is accessible at OCA's website: www.kauai.gov /auditor /reports. Sincerely, t, .CiC�S Ernesto G. Pasion, County Auditor cc: Jay Furfaro, Council Chair ( copy of the flyer is attached) KFC 2013 -16 FIRE CHIEF'S Station Style Conference I Fire Chief Page 1 of 4 Subscribe I Newsletters I Mop I Auctions I Research I Contact I Adwrdse I RSS 0 REGISTER I LOG IN I LEADERSHIP I APPARATUS FIRE RESPONSE RESCUE & EMS TECHNOLOGY HEALTH & SAFETY WILDFIRE STATION DESIGN MAGAZINE STATIONSNLE /73 UPBO� G O CONFERENCE -ipCKENZIE' Conference Home I Conference Program & Agenda I Conference Registration Travel & Hotel Information I Sponsors & Exhibitors I Directions I Contact Us Related Pages: Station Style Design Awards I Station Style Conference I Station Design Articles Station Style Conference Home Registration Now Openi Odays left Your Blueprint for the Most Effective Public- Safety Facility Planning for the future of your fire department in these tough economic times is a monumental task. But now is a good time to learn how to prevent expensive errors in site location, the design phase and construction. The eighth annual Station Style Conference promises to take fire and public- safety facilities from initial concept and site selection through construction and sustainability, giving attendees a blueprint for success. Conference Highlights • Powerful three -day program delivered by industry experts and fire service personnel F /R5T -/N LEMAY ERICKSON WILLCOX ARCHITECTS http: / /firechief.com/station- style- conference 8/15/2013 FIRE CHIEF'S Station Style Conference I Fire Chief to managers, and more • Multiple networking receptions and expanded exhibitor space and time • Targeted pre - conference tracks to extend your learning • Tour of Phoenix area fire station and training facility • Golf tournament at Arizona Grand Golf Course • Hotel conveniently located six miles from the Phoenix Airport Wednesday, April 10 - Saturday, April 13, 2013 Arizona Grand Resort 8000 South Arizona Grand Parkway Phoenix, AZ 85044 Page 2 of 4 rrm group ■■I creating environments people enjoy° Stewart �o�o�p�e�lewell Station Style Conference Teaches Chief Valuable Lessons About More Than Just T A Station Design First -time attendee Chief Jim Kitchens of the Lucas (Texas) Fire Department explains why anyone wanting to become a fire chief needs to attend the Station Style Conference — and why he is glad he attended in time to repair what he has done so far. Why the station style Conference Is a Must By ChtgfMark Wallace Every year, someone asks me, "Why do you want to attend the Station Style Conference again this year? It's not like you're new at building fire stations ?" Every year, I answer the same way: A fire chief doesn't get many opportunities to build a new station. I attend the conference because I want to make sure that my next fire station is as good as it can be. Budding a fire station is a low- frequency, high -risk proposition. It requires — no, demands — more training, more attention to detail and more research. There's no easy do -over for a missed critical component or incorrect measurement. We've all heard horror stories about departments that found their newly delivered engine or aerial was too tall or too long, or had a turning radius too wide to use the drive- through bay of a just - completed fire station. Are there best practices, tools or checklists that can departments help avoid errors? Departments must build fire stations that meet growing needs yet fit within the budget of the community. Stations should provide firefighters — who will be spending up to a third of their lives working at the fire station — with comfort, functionality and safety. Often the community's aesthetics or architectural standards also factor into the new fire station's design and style. How can you best meet all these standards? http : / /firechief.com/station- style- conference architecture • planning Silver Sponsors RV anyone azhanst emovel System "AVON ALBRf7N0 Cornmurticatlor» s CONSTRUCTION C OkA architecture + KX12MI13 -16 FIRE CHIEF'S Station Style Conference I Fire Chief Building a new fire station is a very expensive endeavor. Most communities feel some sticker shock when the bids are opened. How do you know how much your budget request should be and why? How do you know that what you are being told by your local architect or internal construction cost "expert" is reasonable? The Station Style Conference can answer these questions and more. If you consider the total cost of building a new fire station today against the cost of gathering more insight and information by attending the Station Style Conference, you will find that it is worth the relatively low cost to network with experienced fire chiefs who have built numerous stations; with other fire officers who are preparing to build their first fire station; with architects who willingly make themselves available to "show you the ropes" or answer your questions as well as give you their best advice; and, with quality product suppliers /vendors anxious to show off what they have available. I see it as an investment in the critical knowledge, skills and abilities — I learn more each time I attend. The fire stations we build today and tomorrow will be expected to function efficiently and effectively. The brass plaque at the entrance will forever list the city council members, the city manager, the fire chief, the architect and the construction company that were responsible for the approval, design, construction and usefulness of that station. What will the community and its firefighters have to say about the station long after you have retired? Can what you learn at the Station Style Conference positively affect their answers? It can — but only if you attend. Mark Wallace, MPA, EFO, CFO, MlMreE, CEM, is the fire chief of the McKinney (Texas) Fire Department, a member of FIRE CHIEF magazine's Editorial Advisory Board, and a previous panel memberfor "Experience Speaks "for the Station Style Conference. Page 3 of 4 0 DOOR ENGINEERING FIRE FACILITIES INC Steel Fire Training Towers Fut[HOUSH SIGN &CON STRUCT ION ST T�IaN THE GALANT E ARCH ITECTURE STUP10 I N C GEARGH"ID =fir. INDUSTRIAL HOUSING S b L U T 1 0 N S KERSER 0 rNe Powell �N wu�uw ae�o�ee http : //firechief.com/station- style- conference 8/15/2013 FIRE CHIEF's Station Style Conference I Fire Chief Page 4 of 4 �rcl�ili�clti DIESEL FILTER For more information on becon Style Conference sponsor or ex) visit our Sponsors & Exhibitors FireChief.com Leadership Apparatus Pyre Response Rescue & EMS Technology Health & Safety Training Station Design Site Features About Fire Chief Multimedia Library About Us Newsletters Contact Us Auctions Advertise Sitemap Terms of Use Site Archive Privacy Statement View Mobile Site E-mail Webmaster Follow Us Fire Chief Related Sites FireChief.com a Station 0 American City & County American School & University Equipment Watch Government Procurement Government Product News IWCE Price Digest Urgent Communications Waste36o WasteEapo Wildfire Copyright © 2013 Penton http: / /firechief.com/station- style- conference K PCB 31VI � -16 AUDIT OF COUNTY CAPITAL PROJECT MANAGEMENT ea Fire Station Project Submitted by Office of the County Auditor County of Kauai State of Hawaii Report No. 11 -03 PREFACE This audit assesses whether the county is acting efficiently and effectively in performing capital project management duties, using the Kaiakea Fire Station capital construction project as a sample project. The audit questions include whether and to what extent the county has adequate personnel, processes and practices to (1) protect the county from unnecessary delays, cost overruns, litigation and other risk in capital projects, (2) identify risks during capital project implementation and (3) adequately staff and organize the management of capital projects. Two other audits look at the same audit questions from other perspectives. One is a follow -up audit of the recommendations of the former audit of the public works department and the other is an audit of Phase I of the county's 2006 -2007 road maintenance capital project. We are grateful for the cooperation and contributions of the Managing Director, the Purchasing Division of the Department of Finance, the Building and Engineering Divisions of the Department of Public Works and the Fire Department. Ernesto G. Pasion, County Auditor KFC 2013 -16 TABLE OF CONTENTS EXECUTIVE SUMMARY 1 CHAPTER 1 44 Introduction 44 Background 44 Audit Objectives 44 Audit Scope and Methodology 44 General Information 66 About the Building Division 66 CHAPTER 2 88 Finding: The project was completed within budget and ahead of schedule, however, improvements are needed in project planning and management to ensure projects are constructed that meet public needs at an appropriate price, 88 AUDITEE RESPONSE 2323 Auditee Response to Findings Auditee Response to Recommendations Appendix 1-Response from Larry Dill, County Engineer 2323 2626 EXECUTIVE SUMMARY This audit will provide an assessment of the current condition of the county's management of capital projects through examination of the Kaiakea Fire Station capital construction project. The project was selected for testing because it is the latest major building project by the county. The station was constructed as an energy efficient building of approximately 6,573 square feet, built to withstand 191 mile per hour winds. The fire station was completed under budget and ahead of schedule. The budget for the station was $4,904,946, and it was built for $4,864,886.16, or $40,059.84 less. The certificate of occupancy for the station was issued on September 1, 2010, approximately 168 days ahead of the contract completion date. The audit found that although the project was completed within budget and ahead of schedule, improvements are needed in project planning and management to ensure projects are constructed that meet public needs at an appropriate price. The cost of constructing the fire station was high, when compared to other fire station construction both on the mainland and Hawaii. The 6,573 square foot fire station was built at a cost of approximately $740.13 per square foot. This is significantly higher than RSMeans Data estimates, which range from $146.28 to $168.34 a square foot cost for constructing a 6,000 square foot, one -story fire station in Honolulu with union labor. Energy efficiency features may have increased costs, but other fire stations built to achieve energy efficiency have cost less. The Livermore- Pleasanton Fire Station in California was built to qualify for LEED Gold certification, at a cost of $424.12 per square foot in 2005. The winning bid for a new 12,000 square -foot fire station at Ewa Beach (awarded in KFC 2013 -16 2010) was $2,100,000, or $383.33 a square foot. This station is being constructed to achieve LEED Silver certification. User requests may also increase costs, but the Makalei fire station in Kona cost less, even if it appears to have more features, including exercise /work rooms and operating areas for a HazMat Unit. The winning bid for the 11,000 square - foot Makalei Fire Station in Kona in 2010 was about $7 million, or $636 per square foot. The audit found extensive use of brand name and other restrictive specifications in the bid and change orders, which may have contributed to the relatively high square foot cost. Specifications requiring the use of certain brands are generally discouraged and using brand name specifications may tend to decrease competition or increase cost. The Hawaii procurement law requires specifications to be based on functional and performance characteristics, whenever practical. Further, the Hawaii procurement regulations require justification and prior written approval before brand names can be used in bid specifications. In the audit, we did not find written justifications or approvals for each brand name specified. We recommended that the county provide additional procurement law training for all personnel involved in capital projects, especially concerning the use and misuse of restrictive specifications. As in our follow -up audit of the public works department, we also recommend that the county review and adopt standard (general) specifications, policies and procedures for construction projects. The standards should include a provision stating that the use of a brand name or similarly restrictive specification is not permitted until (1) the purchasing agency makes a written determination that only the identified brand name will satisfy the county's needs and it is not practicable to use a less restrictive specification and (2) the chief procurement officer approves the use of the restrictive specification. 2 We also recommended that the county consider adopting best practices to ensure that county capital projects are constructed to meet the public needs at an appropriate price. These practices could include (1) using a team approach to design and construction decisions in major capital projects, (2) standardizing specifications for commonly used building material whenever possible, (3) re -using successful design concepts for municipal projects to reduce design costs whenever possible and (4) obtaining independent cost estimates for the project cost as part of the planning and budgeting process. 3 KFC 2013 -16 CHAPTER I Introduction This audit was conducted pursuant to the authority of the Office of the County Auditor, as provided in the Kauai County Charter. The audit was included in the county auditor's annual work plan for fiscal year 2010 -2011, which was sent to the mayor and the Kauai County Council in June 2010. Background This audit will provide an assessment of the current condition of the county's management of capital projects through examination of the Kaiakea Fire Station capital construction project. Audit Objectives Our audit focused on the Buildings Division of the Department of Public Works and its activities related specifically to the Kaiakea Fire Station construction project with the following objectives: • Assessing the county's efficiency and effectiveness in the performance of project management duties by comparing the activities to industry best practices and county policies; and - • Identifying recommendations for increased efficiency and effectiveness. Audit Scope and Methodology The audit scope consisted of reviewing overall project implementation and management and the establishment, maintenance and adherence to policies and procedures. 4 Areas examined included the construction bid, contract, change orders, and project management. We interviewed key county employees involved in this capital project, including the Deputy County Engineer at the time of the interviews, chief of the building division, public works staff involved in the fire station project and the fire chief. The interviews allowed us to obtain an understanding of the county's capital project implementation procedures and processes, as they were applied to this project. We reviewed and analyzed project files and available public works procedures. We reviewed other county policies and records, as appropriate. We also reviewed pertinent ordinances, laws, rules, audits, reports, information from other municipalities and industry best practices as recommended by these jurisdictions and trade organizations, We also reviewed documents pertinent to the project including invoices, contracts, schedules, meeting minutes, reports and change orders. We reviewed written guidelines and standards and management controls applicable to the project, We reviewed and analyzed the project solicitation and the procurement of the contractor for the project, as well as the construction contract that established the scope of work and total contract amount. Our review also included analyzing payments to the contractor. The audit was conducted by an external engineering consultant with experience in capital project planning and implementation and staff from the county auditor's office. The audit was conducted fiom October 2010 through February 2011. This audit was conducted in accordance with the applicable Government Auditing Standards issued by the Comptroller General of the United States. We conducted this performance audit in accordance with generally accepted government auditing standards. Those standards require that we plan and perform the audit to obtain sufficient, appropriate evidence to provide a reasonable basis for our findings and conclusions based on our audit objectives. We believe that the evidence obtained provides a reasonable 5 KFC 2013 -16 basis for our findings and conclusions based on our audit objectives. Based on the results of our review, we prepared specific recommendations for improvement and transmitted them to the administration in a draft report. General. Information Capital project expenditures are a significant portion of the county's budget. The budget for the 2010 -2011 fiscal year includes an appropriation of $100,025,486 for capital projects. Capital projects include a wide range of projects such as building construction, renovations and maintenance, parks improvements, road and bridge maintenance and shoreline studies. Capital project execution and contract administration are generally responsibilities of the county public works department. The public works department consists of the Solid Waste, Road Construction and Maintenance, Auto Maintenance and Motor Pool, Wastewater Management, Engineering and Building' divisions. About the Building Division Capital projects involving county buildings are generally handled by the building division of the public works department? The building division is also responsible for building code enforcement, facility development, building maintenance and janitorial services. When the division is assigned a capital project such as facility development or building construction, it plans and designs the project, prepares bid documents and contracts, ' The Building Division is also sometimes referred to as the Buildings Division. 2 The parks and water departments are responsible for the facilities under their jurisdictions. However, the parks department may rely on expertise in the public works department in executing capital projects, R monitors, inspects, and reviews project activities and approves invoices for payment. The building division has three sections, the administration, facility maintenance and building code sections. The administration section has seven authorized positions, two permanent and five temporary. Three of those positions are vacant. The facility maintenance section has 49 authorized positions, 44 permanent FTEs and five part -time positions. Three of those positions are vacant. The building codes enforcement section has 23 authorized positions, 18 permanent full -tune positions and five temporary positions. Six of those positions are vacant. The public works department reports that as of April 11, 2011, the division had 12 vacant positions, or an approximately 19 percent vacancy rate when compared to full -time positions. Our follow -up audit on the recommendations of the prior audit of the building division disclosed that the vacancy rate was one of the challenges faced by the division. 7 KFC 2013 -16 CHAPTER Z AUDIT FINDING AND RECOMMENDATIONS Finding: The project was completed within budget and ahead of schedule, however, improvements are needed in project planning and management to ensure projects are constructed that meet public needs at an appropriate price. Background of the Test Project The test project was the construction of a new fire station located at Kealia, Kauai, which was assigned to the building division. The project was selected for testing because it is the latest major building project by the county. The station (called the Kaiakea Fire Station) is an energy efficient building of approximately 6,573 square feet, built to withstand 191 mile per hour winds. The budget for constructing the station in the 2007 budget ordinance was $4,979,530. The bond fund would provide the project funding. The project budget changed to $4,962,097 in the 2008 budget ordinance, and to $4,904,946 in the 2009 budget ordinance. Procurement Process Invitation for Bid No. 2948 (IFB 2948) for the Kaiakea Fire Station was published in The Garden Island newspaper on September 10, 2008. By October 3, 2008, interested bidders had to provide written notice of their intention to bid, together with certification of a Hawaii state contractor's Type B license. The deadline for submitting sealed proposals was October 15, 2008. A non - mandatory pre -bid conference was held on September 22, 2008, for interested parties. The pre -bid conference was followed by a site visit. The pre -bid conference was documented on October 2, 2008 by the building division, however, the attendees were not listed in the documentation. On October 7, 2008, the county issued addendum no. 1, which changed project plans and specifications and extended the bid opening date and the notice of intent to bid deadlines to October 29, 2008 and October 17, 2008, respectively. In the addendum, the county also said it would issue a second addendum. On October 23, 2008, the-county issued addendum no. 2, changing the bid opening date from October 29, 2008 to November 12, 2008. The addendum changed the deadline for the notice of intent to bid from October 17, 2008 to October 31, 2008. On October 30, 2008, the county issued addendum no. 3. The three -page addendum changed project specifications and plans including adding a 124 gallon LPG tank, gas lines and revising power requirements for a gas range. Addendum no. 3 also answered bidder questions. On November 10, 2008, the county issued addendum no. 4, which changed the bid date opening from November 12, 2008 to November 26, 2008, and changed the deadline to submit a notice of intent from October 31, 2008 to November 14, 2008. Addendum no. 4 also notified bidders that the county intended to issue a fifth addendum. On November 18, 2008 the county issued a 16 -page addendum no. 5. The addendum addressed numerous bid items, and extended the bid opening from November 26, 2008 to December 3, 2008. On November 25, 2008, the county issued addendum no. 6, deleting references to "V4" bent steel cont. (stainless steel)" from reference details no. 3, 3A and 5. X KFC 2013 -16 The winning bidder was Unlimited Builders, LLC (Unlimited). It had filed a timely notice of intent to bid on October 31, 2008, and a bid on December 3, 2008. Unlimited submitted a bid of $4,701,561.20 for the project. The bid components were: $168,366 for excavation of unsuitable material, $1,739,945 for site work, $143,406.20 for 102,433 square feet of imported amended screen soil, and $2,649,844 for the fire station. Unlimited was issued a notice of award on January 28, 2009. On February 3, 2009, the county informed Unlimited that a protest of the award had been filed. The protester alleged that the bid award was improper because Unlimited's bid envelope had the name of a different company and the intent to bid form did not identify Unlimited's contractor license number. The finance director rejected the protest by letter dated March 5, 2009. The protesting firm requested a hearing on the finance director's rejection on March 12, 2009. On May 6, 2009, the office of administrative hearings of the State department of commerce and consumer affairs found that the protesting firm failed to prove by preponderance of the evidence that the county's denial of the protest was improper, unlawful, or in violation of the terms and conditions of the solicitation. Contract No. 7998, dated June 8, 2009, was executed between the county and Unlimited. The notice to proceed was issued by the county on August 18, 2009, specifying August 24, 2009 as the official commencement date. The notice to proceed specified that the work was to be completed within 540 calendar days, or by February 14, 2011. Change Orders On December 16, 2009, change order no. 1 was issued for $12,441.96, for ten items. The most costly items involved addition of foam insulation and solar tubes, changes to the Murphy bed cabinets from press wood to hardwood 10 plywood, alternate finishing for eave soffits and revised grading and dust screen changes. On March 9, 2010, change order no. 2 was issued for eight items. The largest were for a "shoreline charging system," day lighting systems, electrical modifications and radio infrastructure. The total for the change order was $23,606. On June 3, 2010, change order no. 3 was issued for 17 items. The change order included detention basin swale revisions, additional painting and coating, installation of a wall behind the kitchen island and upgrading mattresses. The amount of the change order was $92,879. On July 3, 2010, change order no. 4 was issued for $17,165 to furnish an easement map to the electric utility, change the door swing, relocate roll up door switches, relocate trees, relocate a hose drying rack and pour a concrete slab around the structure and install eight -foot high wind barriers around trees. On August 9, 2010, change order no. 5 was issued for $17,233 to install Microguard to all ceramic tile surfaces to facilitate cleaning. The total for all change orders was $163,324.96, bringing the total contract amount up by about 3 percent, to $4,864,886.16, or $40,089.84 less than the $4,904,976 budgeted in 2009. A certificate of occupancy was issued for the station on September 1, 2010, approximately 168 days ahead of schedule.3 The total contract price for the 6,573 square foot fire station was approximately $740.13 per square foot. 3 The contract specified completion within 540 days of the notice to proceed, on August 24, 2009. The project received its certificate of occupancy 372 days after the notice to proceed. 11 KFC 2013 -16 Construction Costs The construction cost of $740.13 per square foot is significantly higher than the RSMeans Data4 cost estimates for fire stations. According to this data source, the estimated square foot cost for building a 6,000 square foot, one -story fire station in Honolulu with union labor ranges from $146.28 to $168.34, depending on material and features.s Energy efficiency features and user requests may increase costs. The county is seeking LEED certification for the Kaiakea Fire Station, but construction costs are higher than the Livermore - Pleasanton Fire Station, built to qualify for LEED Gold certification at a cost of $424.12 per square foot in 2005. The cost of the Kaiakea Fire Station is also high when compared to the winning bids for other Hawaii fire station projects awarded recently (in 2010). The winning bid for a new 12,000 square -foot fire station at Ewa Beach was $2,100,000, or $3 83.33 a square foot. This station is being constructed to achieve LEED Silver certification. The winning bid for the 11,000 square -foot Makalei Fire Station in Kona was about $7 million, or $636 per square foot. The Makalei fire station appears to have more features than the Kaiakea Fire Station. Additional features include exercise /work rooms and operating areas for a HazMat Unit. Restrictive Specifications The relatively high square foot price for the Kaiakea Fire Station may result from extensive use of brand name specifications in the bid and change orders. Brand name specifications in supply or construction contracts cite a 4 RSMeans Data are construction estimates produced by Reed Construction Data, a company roviding data to the North American construction industry. The calculations are based on 2008 statistics. 6 LEED certification means Leadership in Energy and Environmental Design certification from the U.S. Green Building Council. The council promotes sustainable building and development practices by reviewing and rating buildings for cost and energy savings. The LEED ratings (in ascending order) are Certified, Silver, Gold, and Platinum. 12 particular brand, model number (or some other identification) as a requirement for the item to be supplied or used. The following are a few examples of brand name specifications in the bid: Accessible shower (AC- SHWR): Kohler `Persona' Model K -9674 Kitchen Sink: Elkay, Model DLR332212 The use of brand name specifications is generally discouraged since using brand name specifications may tend to decrease competition or increase costa In Hawaii, the procurement law states that specifications should be based on functional and performance characteristics, whenever practical. Hawaii Revised Statutes (HRS) section 103D -405 states, in part: Maximum practicable competition. (a) All specifications shall seek to promote overall economy for the purposes intended and encourage competition in satisfying the State's needs, and shall not be unduly restrictive. (b) Specifications, to the extent practicable, shall emphasize functional or performance criteria while limiting design or other detailed physical descriptions to those necessary to meet the needs of the State. (Emphases added.) 7 For example, if this project had been funded under the American Reinvestment and Recovery Act of 2009 (ARRA), brand name specifications would not be allowed. The ARRA guidelines for fire station construction under the ARRA Assistance to Firefighters Fire Station Construction Grants state: "Grantees must, on request, make available to DHS, pre -award review and procurement documents, such as request for proposals or invitations for bids, independent cost estimates, etc., if (1) the procurement specifies a "brand name" product or (2) the proposed award is to be granted to other than the apparent low bidder under a sealed bid process. Grantees found to be using proprietary specifications may find their expenditures questioned and subsequently disallowed." (Emphasis added.) 13 KFC 2013 -16 Further, the Hawaii procurement regulations require justifications for the use of brand names and written approval of the chief procurement officer before brand names can be used in the bid specifications. Hawaii Administrative Rules section 3. 122- 13(b)(3) states: (b) Types of specifications include the following, and may be used in combination when developing the specification: (3) Brand name specification commonly referred to as restrictive specifications, may be used upon approval of the chief procurement officer after the purchasing agency makes a written determination that only the identified brand name will satisfy the State's needs, and it is not practicable to use a less restrictive specification, provided that procurements pursuant to section 103D -305, HRS do not require approval. (Emphasis added.) The State procurement office has developed form SPO -14 to be used to obtain approval from the chief procurement officer for using a brand name. For each brand name used, form SPO -14 requires the requesting agency to name the branded item, explain what makes it unique, explain why the unique features are necessary and explain why no alternatives are acceptable. The project file for the fire station did not have documentation or written justifications for the use of the brand name specifications or the chief procurement officer's approval of the brand name specification. Brand Name Specifications The fire station bid has 35 items which specify only a single brand. This is the most restrictive of brand name specifications, since it requires use of a brand name product, and no other. When a brand name is specified without an allowance for an approved equal, interested bidders cannot substitute any other product from any other source, even if the product performs in the same way as the named brand, and is less expensive. 14 Specifications Limited to a Single Named Brand Product Section Fertilizer 02950 Landscape Planting Remote Transmitter 08331 Aluminum Overhead Rolling Doors Receivers 08331 Aluminum Overhead Roiling Doors Water Hammer Arrester 15400 Plumbing Accessible WC - Toilet Seat, open front seat, and cover 15400 Plumbing Accessible Lavatory and Lavatory - Faucet, handles, and aerator 15400 Plumbing Accessible Urinal - Flush valve 15400 Plumbing Urinal - Flush valve 15400 Plumbing Accessible shower - Metal shower hose 15400 Plumbing Accessible shower - Wall -mount slide bar 15400 Plumbing Accessible shower - Adjustable swivel mounting bracket 15400 Plumbin Accessible shower - Wall-mount hanger 15400 Plumbing Accessible shower - Vacuum breaker 15400 Plumbing Accessible shower - Pressure - balancing valve 15400 Plumbing Accesible shower - Valve trim with lever handles 15400 Plumbing Shower - Single function shower head 15400 Plumbin Shower - Pressure- balancing valve, high temperature limit stop for added safety 15400 Plumbing Shower - Valve trim with lever handles 15400 Plumbing Kitchen sink - Bowl 15400 Plumbing Kitchen sink - Faucet 15400 Plumbing Kitchen sink - Garbage disposal 15400 Plumbing Hand sink - Bowl 15400 Plumbing Hand sink - Faucet 15400 Plumbing Service sink - Bowl 15400 Plumbing Service Sink - Faucet 15400 Plumbing Service sink - 3" Trap 15400 Plumbin Floor sink 15400 Plumbing Exterior Hose Bib 15400 Plumbing Low Velocity Ductwork - Flexible connections 15600 Air Condition and Ventilation Air Distribution System - Finish 15600 Air Condition and Ventilation Air Conditions System - Fan Coil Unit -1, UV light 15600 Air Condition and Ventilation Air Condition stem . Fan Coil Unit -2, UV light 15600 Air Condition and Ventilation Air Conditioning System - Fan Coil Unit -3, UV light 15600 Air Condition and Ventilation Refrigerant Line - Insulation 15600 Air Condition and Ventilation Diesel-Engine Driven Standby Electric Generator Plant 162 10 Engine Generator The fire station bid had an additional 47 items where only one approved brand name item was listed, with allowance for an "approved equal." This may be a less restrictive specification because it permits alternate products. However, the bid specifications limit the use of approved equals, since substitutions are typically allowed only if considered and 15 KFC 2013 -16 approved before bid opening. Lastly, merely adding the term "or approved equal" may not result in a less restrictive specification. If the procuring agency knows that a specific product has no equivalent but adds the phrase "or approved equal" after the brand name, the specification may still be found to be restrictive or anticompetitive. Specification Naming One Brand, But Allowing "Approved Equal" Product Section Flexible Tubing 02810 Landscape Irriga tion System Pressure Regulator 02810 Landscape Irrigation System Pre-Planthl Herbicide 02950 Landscape Planting Plastic Header 02950 Landscape Planting Root Barriers 02950 Landscape Planting Vapor Retarder 03300 Cast -In -Place Concrete Design of Medallions 04720 Ornamental Stones Cast Stone Ornaments 04720 Ornamental Stones Rid eVent 07310 As halt Shingles Roofing Solid Vinyl Windows 08620 Solid Vinyl Windows Acoustical Units 09500 Acoustical Suspended Ceilings Range Hood - canopy 11450 Kitchen Equipment Range Hood - Blower 11450 Kitchen Equipment Range Hood - Backs lash 11450 Kitchen Equipment Slide -In Electric Range with Oven 11450 Kitchen E tti ment Refrigerator 11450 Kitchen Equipment Freezer 11450 Kitchen Equipment Wall Units 12520 Fold-Up Beds with Wall Units Fold-Up Beds 12520 Fold-Up Beds with Wall Units Solar Collectors 13987 Solar System Solar Hot Water Heater 13987 Solar System Circulation Pump 139$7 Solar System Pro rammable Water Heater Timer 13987 Solar System Check Valve 15400 Plumbing Interior Hose Bib 15400 Plumbing Low Velocity Ductwork - Damper 15600 Air Condition and Ventilation Air Conditioning System - Fan Coil Unit -1 15600 Air Condition and Ventilation Air Conditioning System - Fan Coil Unit -2 15600 Air Condition and Ventilation Air Conditioning System - Fan Coil Unit -3 15600 Air Condition and Ventilation Air Condensi Unit -1 15600 Air Condition and Ventilation Air Condensi Unit -2 15600 Air Condition and Ventilation Air Condensing Unit -3 15600 Air Condition and Ventilation Zone Damper 115600 Air Condition and Ventilation Zone Control 115600 Air Condition and Ventilation 16 Product Section SMART SENSOR 15600 Air Condition and Ventilation Exhaust Fan #1 15600 Air Condition and Ventilation Exhaust Fan #2 & #3 15600 Air Condition and Ventilation Diesel Fumes Captures System 15600 Air Condition and Ventilation Storm Louvers 15600 Air Condition and Ventilation Category 6 Patch Panels 16726 Premise Distribution Cabling System Telecom Outlets 16726 Premise Distribution Cabling System Telecom Face plates 16726 Premise Distribution Cabling System Blank Outlet Face laces 16726 Premise Distribution Cabling System CATV S litters 16726 Premise Distribution Cabling S stem CATV Directional Couplers 16726 Premise Distribution Cabling System CATV Cable 16726 Premise Distribution Cabling System CATV Outlets 16726 Premise Distribution Cabling System The bid also has six specifications that allow several brand names, but no equivalents. Although not as restrictive as naming a single brand, the specification could still be considered restrictive (depending on the fasts), since it limits the permitted products to named manufacturers and is not based on performance or functional characteristics. Specifications Listing Multiple Brands But No Substitutes Product Section Pressure Relief Valve 13987 Solar System Soil, Waste, Drain, Gas, and Vent Piping - Insulation 15400 Plumbing Soil, Waste, Drain, Gas, and Vent Piping - All weather jacket over insulation 15400 Plumbing Insulation 15400 Plumbing Motors 15600 Air Condition and Ventilation Refrigerant Line - All- weather Jacket 15600 Air Condition and Ventilation The bid also has 41 specifications where several brands are named and approved equals are allowed. Although these are less restrictive than the types previously mentioned, they are not as favored in the procurement law, since they are not based on performance or functional characteristics. 17 KFC 2013 -16 Several Brands Listed and "Approved Equals" Allowed Product Section Weed Killer 02282 Soil Treatment for Vegetation Automatic Irrigation Control - Remote 02810 Landscape Irrigation System Valve Boxes 02810 Landscape Irrigation System Swing Joints 02810 Landscape Irrigation System Flex Risers 02810 Landscape Irrigation System Wire Connectors 02810 Landscape Irrigation System Fertilizer - Plant Tablet 02950 Landscape Planting Organic Soil Amendment 02950 Landscape Planting Organic Soil Conditioner 02950 Landscape Planting Pre- Emergent Weed Control 02950 Landscape Planting Filter Fabric 02950 Landscape Planting Roofing Shingles 07310 Asphalt Shingles Roofing Aluminum Overhead Rolling Doors 08331 Aluminum Overhead Rolling Doors Exterior Finish System 09800 Exterior Finish System (EFS) Toilet Paper Holders 10800 Toilet Accessories Paper Towel Dispensers 10800 Toilet Accessories Soap Dispensers 10800 Toilet Accessories Mirrors 10800 Toilet Accessories Shower Rod 10800 Toilet Accessories Seat Cover Dispenser 10800 Toilet Accessories Utility Shelf with Mop Holder and Rag Hook 10800 Toilet Accessories Mop Rack 10800 Toilet Accessories Robe Hooks 10800 Toilet Accessories Sanitary Napkin Disposal 10800 Toilet Accessories Dehydrator 11110 Washer Extractor and Dehydrator Temperature Sensing and Control System 13987 Solar System Floor Cleanout 15400 Plumbing Wall Cleanouts 15400 Plumbing Outside Cleanouts 15400 Plumbing Expansion Compensators 15400 Plumbing Ball Valves 15400 Plumbing Accessible WC - WC Nv/ open front seat 15400 Plumbing Accessible Lavatory and Lavatory - Sink 15400 Plumbing Accessible Urinal 15400 Plumbing Urinal 15400 Plumbing Floor Drain 15400 Plumbing Relay and Contractors 16010 Electrical Work Wiring Devices - Receplacles 16010 Electrical Work Wiring Devices - Switches 16010 Electrical Work Wiring Devices - Special Receptacles 16010 Electrical Work CATV Trunk Cable 116726 Premise Distribution Cabling System 18 Significant concerns can also occur where no brand name is specified, but the description for the product is so exact, equals probably do not exist. In effect, the specification appears to describe the brand name equipment, without naming the brand. For the fire station bid, the specification for the washer extractor in Section 11110 of the bid falls into this category. Effect of Restrictive Specifications The audit found evidence that projects costs were affected by the use of restrictive or brand name specifications, which increased even after the bid was issued. On October 7, 2008, the county issued Addendum No. 1 to the bid. The addendum changed the requirements for the kitchen stove from "slide -in electric range with oven" to "Viking VGIC366- 6B -35" Wide Range With Six Burners, Single Oven, or Approved Equal." This change is likely to have increased costs. On -line research indicates that slide -in electric ranges can be purchased for less than $1,000. According to Consumer Reports, the replacement description identifies a high -end range with a typical price of $5,660. Additional costs for substitution of gas range also required a new gas tank and gas line, as well as for revised power requirements. In addition to the example of the Viking range, the construction price increased because of the use of brand name specifications in other instances. The bid specified the following as the beds in the fire station: "[W]all units as manufactured by Murphy Bed Co., Inc. "WC -15D, Full Storage Door Unit" and "WU -3OD, Wardrobe Unit," or approved equal," and "Murphy bed and mattress as manufactured by Murphy Bed Co., Inc. "Model SL 39XL," or approved equal." The bid also required plywood and high pressure laminate in the cabinetry. After the award, the contractor found that it could not comply with all specifications, since the named manufacturer (Murphy Bed Co., Inc.) did not make the designated models with the required material. Although the project architect noted 19 KFC 2013 -16 "there are other manufacturers that make the cabinets in wood," a change order was issued for $10,581 to purchase extra cabinetry from the Murphy Bed Company, so the beds could be installed as specified. Other problems could occur from using overly restrictive specifications. The restrictive specification for the washer extractor could be met by only one product. However, the actual model was a slightly different size, requiring modification to fit into the cabinetry. The project and procurement records do not document the reasons for the use of brand name specifications, or the finance director's written approval of the restrictive specifications as required by the procurement law. The specifications were reviewed by multiple county agencies! The lack of documentation evidences a need for education about the requirements of the State procurement law. The county should make certain that all personnel involved in the procurement process are aware that brand name or other restrictive specifications should not be used without proper justification and approval. The documentation required by the procurement law also meets the county's need for greater transparency in procurement decisions. Documented justification for using the restrictive specification will enable project decisions to be better understood by county policymakers and the public. Documentation also enables the county to improve project execution through lessons learned. For example, if user agency requests caused the many brand name specifications, the county could consider moderating user influence by requiring a team approach for design and construction decisions for major projects. The team could include construction managers and contractors who would be able to provide input to the user agency based on their broad 8 The specifications were incorporated into the contract, which was reviewed and approved by the county engineer, deputy county attorney, and finance director. 20 experience with building products and construction methods. Team input could also be weighted to make certain that project specifications and decisions are primarily based on performance or functional criteria, and are not costly, restrictive, or anticompetitive. The county could also consider adopting several best practices implemented by a consortium of California jurisdictions. 9 One is to standardize and regularly update specifications for building material and fixtures. Standardization helps ensure that the county's capital projects are of consistent quality and price, and may also enable bids and contracts to be prepared more quickly. Another best practice is to study and re -use successful design concepts of municipal projects such as fire and police stations, maintenance facilities and pump stations when possible. A report by the California consortium indicates that site adaptations of successful design concepts may reduce design costs by half. This practice would also result in building design and material consistent with successful projects in the county and in other jurisdictions. A third practice that should be considered is obtaining independent cost estimates in planning and budgeting for major projects. Independent estimates help the county determine if its planned projects meet the public need at an appropriate price and assist in evaluating bidders' proposals. Project records produced during the audit did not show how the budget for the fire station was developed, so we are unable to tell if the design for the project was based on necessity, increased as a result of the ample project budget, increased by user (county) preferences for brand name material or other factors. Accurate project budgeting and documentation are needed to obtain reasonable contractor proposals. If the budget is not based on structured, realistic and supportable estimates, the budget estimates for capital 9 Consortium of the Cities of Long Beach, Los Angeles, Oakland, Sacramento and San Diego and the City and County of San Francisco, "California Multi- Agency CIP Benchmarking Study, Annual Report— Update 2010 (Study)," September 2010. 21 KFC 2013 -16 projects may send incorrect signals to bidders. In the case of the fire station, the project budget of over $4.9 million was publicly known over a year before the project was bid. 10 Therefore, bidders would likely compete with prices close to the project budget. If the project budget is unreasonably high, the county could expect to see high proposals. Recommendations We recommend that the county administration consider additional procurement law training for all personnel involved in capital projects, especially concerning the use and misuse of restrictive specifications. As in our follow -up audit of the public works department, we also recommend that the county review and adopt standard (general) specifications, policies and procedures for construction projects. The standards should include a provision stating that the use of a brand name or similarly restrictive specification is not permitted until (1) the purchasing agency makes a written determination that only the identified brand name will satisfy the county's needs and it is not practicable to use a less restrictive specification and (2) the chief procurement officer approves the use of the restrictive specification. We also recommend that the county consider adopting best practices to ensure that county capital projects are constructed to meet the public needs at an appropriate price. These practices could include (1) using a team approach to design and construction decisions in major capital projects, (2) standardizing specifications for commonly used building material whenever possible, (3) re -using successful design concepts for municipal projects to reduce design costs whenever possible and (4) obtaining independent cost estimates for the project cost as part of the planning and budgeting process. i° Ordinance B- 2007 -657, which set the budget for constructing the station at $4,979,530, was passed on July 1, 2007. The bid for the fire station project was issued on September 10, 2008. RSMeans Data states that the original estimated project cost was $1,600,000, but the basis for the figure is not known. 22 AUDITEE RESPONSE Auditee Response to Findings The auditee responded to the draft audit report on December 6, 2011. The response is included in its entirety as Appendix 1. The issues raised in the auditee response are summarized as follows. Auditee issue: The County Engineer, as auditee, questions the audit premise that the Kaiakea Fire Station unit costs are significantly higher than the other fire stations used as comparisons. Auditee states that a significant portion of the winning bid for construction of the fire station was for extensive site work related to unique drainage requirements, therefore site work must be excluded for an "apples to apples" comparison. Auditor's comment: In the audit, we found that improvements are needed in project planning and management to ensure projects are constructed that meet public needs at an appropriate price. We stand by this finding for the following reasons. First, even under the "apples to apples" figures provided by the auditee, the Kaiakea Fire Station was still the most expensive of the projects reviewed. Cost Comparison as Calculated by Auditee (Kaua`i County Engineer) Although auditee questions the national benchmarks and other fire station construction projects (in California, Hawaii 23 KFC 2013 -16 Building Cost Site Work Cost Total Cost Building Area sq. ft. Building Cost per s . ft. Livermore- Pleasanton $2,321,292 $997,989 $4,419,282 7,545 $308 Ewa Beach $4,521,118 $674,382 $5,195,500 12,226 $370 Makalei $4,290,717 $1,892,751 $6,183,468 12,213 $351 1$403 Kaiakea $2,649,844 $2,051,717 $4,701,561 6,573 Although auditee questions the national benchmarks and other fire station construction projects (in California, Hawaii 23 KFC 2013 -16 County, and the City and County of Honolulu), we used fire stations of similar cost factors, design and functionality to determine whether the Kaiakea Fire Station costs were reasonable. Auditee argues that the Livermore - Pleasanton fire station cost less because construction costs are lower on the mainland. However, the Livermore - Pleasanton Fire Station had offsetting high cost factors, because its 2.25 acre site required substantial landscaping work because native and adopted plants were utilized, and invasive species previously on -site had to be eliminated. Additionally, the landscaping for the project was costly because it incorporated a whole systems approach, including bioswales for storm water and minor irrigation runoff to retain water on site as well as utilizing a variety. of grasses and sedges to remove contaminants and organic matter from storm water runoff. The landscaped areas included a centrally controlled automatic programmed irrigation system installed, and the parking lot had an oil water separator put in place in the storm water system to reduce water pollution. Due to location, the Livermore- Pleasanton Fire Station was designed and built for seismic resistance, design conditions similar to those for wind resistance for hurricane force winds, incorporated into the design of the Kaiakea Fire Station. The Livermore - Pleasanton Fire Station also had several other features which were not incorporated in the Kaiakea Fire Station, and which could drive up costs considerably. The building was designed to meet LEED Gold standards, and included the installation of a 12.8 kilowatt grid -tied solar electric system which provides roughly 22 percent of the station's electric needs, and doubled as covered parking. Auditee's calculation does not consider that the construction costs for the photovoltaic system were included in the construction costs for the Livermore - Pleasanton fire station, and excluded in the costs of the Kaiakea Fire Station. The photovoltaic system for the Kaiakea Fire Station was part of a separate project, and the additional cost for the system 24 ($206,859), was not added to the auditee's "apples to apples" comparison. While the Makalei Fire Station in Kona may not have as much landscaping, it is constructed on relatively fresh, unweathered, 200 year old lava flows, which require significant effort to grade and to accommodate the various utilities and fuel tanks constructed with this project. In addition, this project must also be designed to resist earthquake forces, which are similar to the wind resistance design and construction requirements utilized for the Kaiakea Fire Station. As noted in the audit report, the county allocated project costs between site work and building construction based on the contractor's allocation. Since the allocation was not based on independent cost estimates, comparing construction costs for this project to other projects may be difficult. For example, the contractor's allocation could have considered subjective factors, such as the need for a certain level of cost recovery in the earlier (site preparation) phases of the contract. This common practice of front end loading is difficult to ascertain in contracts where there are not multiple bidders with detailed unit price bidding. Agencies typically utilize experienced resources to review a schedule of values and compare them to other recent contracts in order to direct modifications in breakdown pricing to eliminate front end loading. A contractor provided schedules of values, is typically how contractors are able to front end load lump sum contracts. Therefore, we adhere to our comparison of total project costs. The auditee's statements about the high cost of site work calls into question the reasonableness of selecting the Kaiakea site, given the higher site preparation and other expenses associated with the site.' However, since the site was selected some time before the project was bid, the " Project documents indicate that maintenance costs may be an issue, since the site has direct exposure to salt air and corrosion was noted as early as August 26, 2010. 25 KFC 2013 -16 reasonableness of the site selection is outside the scope of this audit. Auditee issue: Auditee also argues that the Ewa Beach and Makalei fire station projects cost less because the stations are larger and the projects benefitted from economies of scale. Auditor's comment: While economies of scale may apply to some types of construction (such as warehouse construction) we question whether economies of scale result when the additional spaces includes additional features. As the audit report notes, the additional space in the Makalei fire station included operating areas for a HazMat Unit and the Ewa Beach Fire Station included a training tower. Auditee Response to Recommendations The auditee responded to the recommendations in the audit report as follows: Recommendation: Procurement law training for all personnel involved in capital projects, especially concerning restrictive specifications. Auditee response: The auditee agrees to seek opportunities for procurement law training. Auditee defends its use of brand name specifications by stating that the audit failed to note that one of the special provisions states that each brand name should be deemed to be followed by the phrase "or approved equal." Auditor's comment: The audit did address that special provision. On page 16 of this report, we state that "merely adding the term "or approved equal" may not result in a less restrictive specification." Our conclusion was based on authoritative sources that contradict the auditee's position 26 that the mere addition of the phrase "or approved equals 12 converts a restrictive specification into a competitive one. One source is the Inspector General of the State of Massachusetts, which cautions state agencies that "providing the name of a single vendor and placing the burden on the bidder to discover alternatives does not constitute competitive specifications.03 Similarly, the federal transit administration cautions its agencies that "allowing an equal product without listing the salient characteristics that the equal product must meet to be acceptable for award is considered to be restrictive of competition." 14 Since the auditee provides no support for its position, we continue to rely on the authorities above to question whether the extensive use of brand name specifications without the necessary approvals and justifications 15 may have resulted in a county capital project that was not constructed to meet the public needs at an appropriate price. Recommendation: Review and adopt standard (general) specifications, policies and procedures for construction projects. Auditee response: The auditee has begun to standardize policies and procedures. With regard to the adoption of standard general specifications, auditee contends that its project volume is insufficient to justify adopting standard 12 Such as in "Viking VGIC366- 6B -35" Wide Range With Six Burners, Single Oven, or Approved Equal." 13 Office of the Inspector General, Commonwealth of Massachusetts, Designing and Constructing Public Facilities, page 39 (October 2011). The Inspector General's quote was from an opinion in a case called E. Amanti & Sons. Inc. v. R.C. Griffin, Inc., 53 Mass. App. Ct. 245,253 (2001). 14 http: / /www.fta.dot.gov /13057 6085.htm1 15 The state law requires that brand names or similarly restrictive specification cannot be used until (1) the purchasing agency makes a written determination that only the identified brand name will satisfy the county's needs, and it is not practicable to use a less restrictive specification, and (2) the chief procurement officer approves the use of the restrictive specification. 27 KFC 2013 -16 general specifications, and that specifications are prepared by professional consultants. Auditor's comment: We adhere to our recommendation to consider reviewing and adopting standard specifications, because we believe that even smaller jurisdictions and projects could benefit from some specifications. These could serve the purpose of p .-oviding guidance to the hired consultants to enable them to design county projects of consistent quality and cost. Recommendation: Use a team approach to design and construction decisions in major capital projects. Auditee response: The auditee reports that this recommendation has been implemented. Recommendation: Standardizing specifications for commonly used building materials whenever possible. Auditee response: The auditee states that this recommendation may not be practical with a small staff, and that the county relies on its professional consultants. Auditor's comment: As we stated previously, we believe that smaller jurisdictions and projects could benefit if some specifications were developed to provide guidance to the professional consultants. The specifications would enable the hired consultants to design county construction projects that are consistent in cost and quality. Recommendation: Re -using successful design concepts for municipal projects to reduce design costs. Auditee response: Auditee responds that successful design concepts are reused when possible, and that the Kaiakea Fire 28 Station design was based on the design of the Koloa Fire Station. Recommendation: Obtaining independent cost estimates for the project cost as paid of the planning and budgeting process. Auditee response: Auditee states that independent cost estimates are required from professional design consultants as standard procedure, but often a budget estimate must be provided for a budget ordinance well before the scope of the project is established. Auditor's comment: We reiterate our recommendation that project management should make certain that budget estimates are accurate and updated. This will make certain that if budget estimates are too high, capital projects are not overbuilt because bidders, design professionals and county users adopt a "use it or lose it" attitude. Again, we believe that more accurate budget estimates may result if specifications can be standardized appropriately. For the reasons stated in the auditor's comments, we did not make substantive changes to the draft report based on the auditee's responses. However, changes were made to correct inaccuracies (including the typographical error identified by the auditee) and improve style and readability. 29 KFC 2013 -16 Bernard P. Carvalho, Jr. Mayor Gary K. Heu Managing Director Appendix 1 Larry Dill, P.E. R E n E I Vtdy Engineer oil DEPARTMENT OF PUBLIC WORKS Lyle Tabata DEC —7 betRtl C%ty Engineer County of Kauali, State of Hawaii OFFICE OF 4444 Rice Street, Suite 275, Lihu'e, Hawaii 967t4{F COUNT Y AUCii TEL(808)241 -4992 FAX(808)241 -6604 COUNTY OF KAUI�!. December 6, 2011 Ernesto G. Pasion, County Auditor Office of the County Auditor County of Kauai, State of Hawaii 3083 Akahi Street, Room 203 M3hu'e, HI 96766 -1102 SIBJECT: Draft audit report — Audit of County Capital Project Management (Kaiakea Fire Station Project) Dear Mr. Pasion, This is in response to your memo dated June 30, 2011, referencing the subject matter. The basic premise of the audit findings and recommendations appears to be that while the project came in under budget and ahead of schedule, when compared to other recently constructed fire stations the Kaiakea Fire Station unit costs are significantly higher. Following is the pertinent information as provided in the audit: u Katakea Fire Station Cost includes ag contract change orders 2 The Audit reports the cost for die Ewa Beach Fire Station as '72, 1000. 000 " on page 2 and again on page 12. However, as noted on page 10 of the audit report, a significant portion of the cost of the winning bid for construction of the Kaiakea Fire Station was for extensive site work related to unique drainage requirements. The audit fails to make this distinction when comparing the Kaiakea Fire Station's unit costs to other fire station projects. As shown in the table below, when the cost of the site work is excluded in order to provide an `apples to apples' comparison, the building cost per square foot for the Kaiakea Fie Station compares much closer to the other projects. In comparing to the Livermore- Pleasanton Fie Station, it is reasonable to assume that costs to develop a fire station on the mainland would be significantly less than on Kauai. In comparing to the Ewa Beach and Makalei Fire Stations, it is An Equal Opportunity Employer Total Cost Building Areas , ft Building Cost per s . ft Liverntore - Pleasanton $424 Ezva Beach $2,1000,000 12,000 $383 Makalei $7,000,000, 11,000 $636 Kaiakea $4,864,886 1 6,573 1 $740 u Katakea Fire Station Cost includes ag contract change orders 2 The Audit reports the cost for die Ewa Beach Fire Station as '72, 1000. 000 " on page 2 and again on page 12. However, as noted on page 10 of the audit report, a significant portion of the cost of the winning bid for construction of the Kaiakea Fire Station was for extensive site work related to unique drainage requirements. The audit fails to make this distinction when comparing the Kaiakea Fire Station's unit costs to other fire station projects. As shown in the table below, when the cost of the site work is excluded in order to provide an `apples to apples' comparison, the building cost per square foot for the Kaiakea Fie Station compares much closer to the other projects. In comparing to the Livermore- Pleasanton Fie Station, it is reasonable to assume that costs to develop a fire station on the mainland would be significantly less than on Kauai. In comparing to the Ewa Beach and Makalei Fire Stations, it is An Equal Opportunity Employer Ernesto G. Pasion, County Auditor Draft audit report — Audit of County Capital Project Management ( Kaiakea Fire Station Project) December 6, 2011 Page 2 reasonable to assume that fire stations nearly twice the size of the Kaiakea Fire Station would result in a lower unit cost due to economy of scale. I Ka0hea Fire Station costs shown are front original bid Contract change orders Increased the lotalcontract amount by about 3% 'Ewa Beach Fire Station bid costs provided by City and County afHonolulu Department ofDestgn & Construction (DDC). DDC Indicales that this low bid is not a good representative cost for comparison purposes, as it was significantly less than the other bids, due to an omitted cost item. Costs shown represent the second lowest bid, with building and site work costs prowled In the same manner as the !mv bid. 3 Makalet Fire Station bid coats p ovided by County of Hawal T *Livermore- Pleasanton costs provided by City of Pleasanton De►elopneent Sertices. Audit Recommendations and Responses: 1. Procurement law trainingfor all personnel invoh,ed in capital projects, especially concerning restrictive specifications The audit states on page 14 that "The fire station bid has 35 items which specify only a single brand. This is the most restrictive of brand name specification, since it requires use of a brand name product, and no other. When a brand name is specified without an allowance for an approved equal, interested bidders cannot substitute any other product from any other source, even if the product performs in the same way as the named brand, and is less expensive." However, the audit fails to note that Item 12 of the Special Provisions of the Kaiakea contract states that "Brand names where used on the plans or in the specifications shall be presumed to be followed by the words `or approved equal'." The audit states on page 15 that "...the bid specifications limit the use of approved equals, since substitutions are typically allowed only if considered and approved before bid opening." However, bidders are allowed sufficient time during the bid process to research "approved equal" options, and extensions of the bid time are granted via addenda if appropriate. Note also that Item 27 of the Special Provisions of the Kaiakea contract provides for the contractor to submit value engineering items to provide additional cost savings to the owner after bid opening. The Department will seek opportunities for procurement law training. 2. Review and adopt standard (general) specifications, policies and procedures for construction projects As the volume of projects managed by the Department of Public Works is small compared to the larger municipalities referred to by the audit, preparation of specifications is done by the professional consultants hired by the County, rather than reviewing and adoption of general specifications. This also allows the County more flexibility in providing for new and KFC 2013 -16 Building Cost Site Work Cost Total Cost Building Area sq. jt. Building Cost per sq. Livermore— Pleasanton 4 $2,321,292 $997,989 $3,319,282 7,545 $308 Eiva Beach $4,521,118 $674,382 $5,195,500 12,226 $370 Makalei $4,290,717 $1,892,751 $6,183,468 12,213 $351 Kaiakea $2,649,8441 $2,051,7171 $4,701,561 6,573 $403 I Ka0hea Fire Station costs shown are front original bid Contract change orders Increased the lotalcontract amount by about 3% 'Ewa Beach Fire Station bid costs provided by City and County afHonolulu Department ofDestgn & Construction (DDC). DDC Indicales that this low bid is not a good representative cost for comparison purposes, as it was significantly less than the other bids, due to an omitted cost item. Costs shown represent the second lowest bid, with building and site work costs prowled In the same manner as the !mv bid. 3 Makalet Fire Station bid coats p ovided by County of Hawal T *Livermore- Pleasanton costs provided by City of Pleasanton De►elopneent Sertices. Audit Recommendations and Responses: 1. Procurement law trainingfor all personnel invoh,ed in capital projects, especially concerning restrictive specifications The audit states on page 14 that "The fire station bid has 35 items which specify only a single brand. This is the most restrictive of brand name specification, since it requires use of a brand name product, and no other. When a brand name is specified without an allowance for an approved equal, interested bidders cannot substitute any other product from any other source, even if the product performs in the same way as the named brand, and is less expensive." However, the audit fails to note that Item 12 of the Special Provisions of the Kaiakea contract states that "Brand names where used on the plans or in the specifications shall be presumed to be followed by the words `or approved equal'." The audit states on page 15 that "...the bid specifications limit the use of approved equals, since substitutions are typically allowed only if considered and approved before bid opening." However, bidders are allowed sufficient time during the bid process to research "approved equal" options, and extensions of the bid time are granted via addenda if appropriate. Note also that Item 27 of the Special Provisions of the Kaiakea contract provides for the contractor to submit value engineering items to provide additional cost savings to the owner after bid opening. The Department will seek opportunities for procurement law training. 2. Review and adopt standard (general) specifications, policies and procedures for construction projects As the volume of projects managed by the Department of Public Works is small compared to the larger municipalities referred to by the audit, preparation of specifications is done by the professional consultants hired by the County, rather than reviewing and adoption of general specifications. This also allows the County more flexibility in providing for new and KFC 2013 -16 Ernesto G. Pasion, County Auditor Draft audit report — Audit of County Capital Project Management (Kaiakea Fire Station Project) December 6, 2011 Page 3 improved technologies within the specifications. The Department has recently begun the process of reviewing and updating our standard policies and procedures for management of construction projects. 3. Use a team approach to design and construction decisions in major capital projects The recommendation to establish a project team (multi - departmental) for complex projects has been implemented. For example, project teams have been established for the Nawiliwili- Anahola Bike/Pedestrian Path, the Pi'ikoi Building Renovation and the Lihu`e Civic Center Site Improvements projects. 4. Standardizing specifications for commonly used building inaterials whenever possible The audit recommends adopting a practice of standardizing and regularly updating specifications for building materials and fixtures, as done by a consortium of the largest cities in California. This may be effective for large municipalities with accordingly large staffs, but may not be practical for a small municipality with a small staff, and as such the County relies on its professional consultants. S. Re -using successful design concepts for municipal projects to reduce design: costs In our small municipality with our small volume of projects, there is not much opportunity for re -use of successful design concepts; however, this policy is already implemented when possible. Note that much of the Kaidkea Fire Station design was based upon the K61oa Fire Station design. The County also uses `standard' design concepts for comfort stations and bus shelters. b. Obtaining independent cost estimates for the project cost as part of the planning and budgeting process Independent cost estimates are required from our professional design consultants as a standard procedure. Note that often a budget estimate must be provided for approval in a budget ordinance well before the scope of a project has been firmly established upon which to base a firm cost estimate. Please contact me at 241 -4996 or ldi�kauai.gov if you have any questions. V truly yours, arry 11, P.E. Count ngineer cc: Gary Heu, Managing Director