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HomeMy WebLinkAbout10-13-15 Agenda PacketCITY COMMISSION MEETING AGENDA FOR OCTOBER 13, 2015 5:30 P.M. CITY HALL COMMISSION CHAMBERS 300 SOUTH FIFTH STREET ROLL CALL INVOCATION — PLEDGE OF ALLEGIANCE - ADDITIONS/DELETIONS I. MINUTES II. RESOLUTION A. Declaration of Official Intent to Reimbursement Advances Made for Capital Expenditures to be made from Subsequent Borrowings — Riverfi•ont Redevelopment Project Phase IB — Shultz Park — CITY MANAGER III. MOTIONS A. R & F Documents IV. MUNICIPAL ORDERS A. Personnel Changes B. Approve Health Insurance Benefit Plan Premiums for 2016 — S. DOOLITTLE C. Approve State Farm Foundation Grant Application —POLICE CHIEF V. ORDINANCES —ADOPTION A. Accept 2015 Port Security Grant Award — POLICE CHIEF B. Approve Purchase Agreement with P & L Railway —CITY MANAGER C. Amend Ordinance for Civil Emergencies — CITY MANAGER D. Amend Ordinance for Homeless Shelters— CITY MANAGER VI. ORDINANCES - INTRODUCTION A. Approve Substitution of Capital Projects for Macco 2013B GOB Proceeds — J. PERKINS B. Accept Proposal for Two Architectural/Design Service Options for Renovation & Rehabilitation of the Existing City Hall and Design Services for a New City Hall — S. ERVIN C. Approve Administrative Services and Stop Loss Insurance with Anthem Blue Cross Blue Shield— S. DOOLITTLE D. Approve Anthem Blue Cross Blue Shield Administrative Services Agreement — S. DOOLITTLE E. Approve Strategic Health Risk Advisor- and Strategic Benefit Placement Services Contract Renewal with Peel & Holland — S. DOOLITTLE F. Approve Contract with MAC Construction & Excavating, Inc., for Construction of the Riverfront Redevelopment Project Phase 1-B — R, MURPHY VII. CITY MANAGER REPORT VIII. MAYOR & COMMISSIONER COMMENTS IX. PUBLIC COMMENTS X. EXECUTIVE SESSION October 6, 2015 At a Regular Meeting of the Board of Commissioners, held on Tuesday, October 6, 2015, at 5:30 p.m., in the Commission Chambers of City Hall located at 300 South 5th Street, Mayor Kaler presided, and upon call of the roll by the acting City Clerk, the following answered to their names: Commissioners Abraham, Gault, Rhodes, Wilson and Mayor Kaler (5). INVOCATION Fowler Black gave the invocation. PLEDGE OF ALLEGIANCE Kate and Addie Rogers, members of the Paducah Tilghman High School Speech Team, led the pledge. PROCLAMATIONS Mayor Kaler presented a Proclamation for National Business Women's Week to members of the Paducah Professional Business Women's Club. Mayor Kaler presented a Proclamation for National Arts and Humanities Month to Fowler Black of the Paducah Convention & Visitor's Bureau. ff"ZIIII N6.*] Commissioner Abraham offered motion, seconded by Commissioner Wilson, that the reading of the Minutes for the September 21, 2015 and September 22, 2015 City Commission meetings be waived and the Minutes of said meetings prepared by the City Cleric be approved as written. Adopted on call of the roll, yeas, Commissioners Abraham, Gault, Rhodes, Wilson and Mayor Kaler (5). APPOINTMENT BOARD OF ASSESSMENT APPEALS Mayor Kaler made the following appointment: "WHEREAS, subject to the approval of the Board of Commissioners, I hereby appoint Debbie Gentry as a member of the Board of Assessment Appeals to replace Mary Hoy who has resigned. This terra will expire December 31, 2018.`' Commissioner Gault offered motion, seconded by Commissioner Abraham, that the Board of Commissioners approve the recommendation of Mayor Kaler inappointing Debbie Gentry as a member of the Board of Assessment Appeals. Adopted on call of the roll, yeas, Commissioners Abraham, Gault, Rhodes, Wilson and Mayor Kaler (5). MUNICIPAL ORDERS AUTHORIZE AREA DEVELOPiVIENT FUND (ADF) GRANT APPLICATION Commissioner Rhodes offered motion, seconded by Commissioner Wilson, that a Municipal Order entitled, "A MUNICIPAL ORDER AUTHORIZING THE MAYOR TO EXECUTE ALL DOCUMENTS NECESSARY TO OBTAIN A GRANT IN THE AMOUNT OF $9,192.00 FROM THE PURCHASE AREA DEVELOPMENT DISTRICT TO BE USED FOR THE PURCHASE OF OFFICE EQUIPMENT FOR THE HUMAN RESOURCES DEPARTMENT AND PLANNING DEPARTMENT," be adopted, October 6, 2015 Adopted on call of the roll, yeas, Commissioners Abraham, Gault, Rhodes, Wilson and Mayor Kaler (5). MO. 91862; BK 9 APPROVE ACQUISITION OF PERINIANENT RIGHT OF WAY, PERMANENT DRAINAGE & PUBLIC UTILITY EASEMENT AT 3311 OLIVET CHURCH ROAD Commissioner Wilson offered motion, seconded by Commissioner Rhodes, that a Municipal Order entitled, "A MUNICIPAL ORDER AUTHORIZING THE --MAYOR TO EXECUTE A DEED OF CONVEYANCE AND ALL DOCUMENTS NECESSARY FOR ACQUISITION OF A PORTION OF REAL PROPERTY LOCATED AT 3311 OLIVET CHURCH ROAD TO BE USED AS RIGHT-OF-WAY AND PERMANENT DRAINAGE AND PUBLIC UTILITY EASEMENT FOR THE OLIVET CHURCH ROAD IMPROVEMENT PROJECT, FOR AND IN CONSIDERATION OF $4,000," be adopted. Adopted on call of the roll, yeas, Commissioners Abraham, Gault, Rhodes, Wilson and Mayor Kaler (5). MO. #1863; BK 9 APPROVE INDEMNIFICATION AND LICENSE AGREEMENT WITH PADUCAH RIVERFRONT HOTEL FOR DEVELOPMENT OF DOWNTOWN HOTEL Commissioner Abraham offered motion, seconded by Commissioner Gault, that a Municipal Order entitled, "A MUNICIPAL ORDER OF THE CITY OF PADUCAH, KENTUCKY, APPROVING AN INDEMNIFICATION AND LICENSE AGREEMENT BETWEEN THE CITY OF PADUCAH, KENTUCKY, AND PADUCAH RIVERFRONT HOTEL LP, WITH RESPECT TO A PUBLIC PROJECT, AUTHORIZING THE EXECUTION OF THE AGREEMENT," be adopted. Adopted on call of the roll, yeas, Commissioners Abraham, Gault, Rhodes, Wilson and Mayor Kaler (5). MO. #1864; BK 9 ORDINANCES —ADOPTION PROPERTY TAX LEVY Commissioner Gault offered motion, seconded by Commissioner Abraham; that the Board of Commissioners adopt an ordinance entitled, "AN ORDINANCE FIXING THE LEVIES AND RATES OF TAXATION ON ALL PROPERTY IN THE CITY OF PADUCAH, KENTUCKY, SUBJECT TO TAXATION FOR MUNICIPAL PURPOSES AND FOR SCHOOL PURPOSES FOR THE PERIOD FROM JULY 1, 2015, THROUGH JUNE 30, 2.016, WITH THE PURPOSES OF SAID 'TAXES HEREUNDER DEFINED". PURPOSE General Fund of the Citv Real Property Personal Property Motor Vehicles & watercraft School Purposes Paducah Junior College Real Estate RAPE PER $100.00 $0.255 $0.390 $0.390 $0.017 October 6, 2015 Personal Property Motor Vehicles & watercraft $0.017 $0.031 The City of Paducah shall collect the following taxes for the Board of Education: Paducah Independent School District Real Property $0.800 Personal Property $0.800 Inventory $0.800 Total Tax Rate per $100 - real property $1.072 Total Tax Rate per $100 - personal property $1.207 Total Tax Rate per $100 — inventory $0.800 Total Tax Rate per $100 — motor vehicle & watercraft $0.421 Property taxes levied herein shall be due and payable in the following manner: In the case of tax bills which reflect an amount dae of less than Six Hundred Dollars ($600.00), the payment shall be due on November 1, 2015, and shall be payable without penalty and interest until November 30, 2015. In the case of all other tax bills, payment shall be in accordance with the following provisions: The first half payment shall be due on November 1, 2015, and shall be payable without penalty and interest until November 30, 2015. The second half payment shall be due on February 1, 2016, and shall bepayable without penalty and interest until February 29, 2016. Adopted on call of the roll, yeas, Commissioners Abraham, Gault, Rhodes, Wilson and Mayor Kaler (5). ORD,#2015-10-8303; BK 34 AUTHORIZE PAYMENT FOR EMERGENCY REPAIR OF THE COOLING TOWER AT THE PARKS SERVICES BUILDING LOCATED AT 1400 H.C. MATHIS DRIVE Commissioner Rhodes offered motion, seconded by Commissioner Wilson, that the Board of Commissioners adopt an ordinance entitled, "AN ORDINANCE AUTHORIZING THE FINANCE DIRECTOR TO PAY FOR THE EMERGENCY REPAIR OF THE COOLING TOWER AT THE PARKS SERVICES BUILDING LOCATEDAT 1400 H.C. MATHIS DRIVE." This ordinance is summarized as follows: The Finance Director is hereby authorized to pay to Commercial Marine & Industrial Heating & Air Conditioning, Inc., the sum of $26,800.00, for services required for the emergency repair of the cooling tower at the Parks Services building located at 1400 H.C. Mathis Drive. Adopted on call of the roll, yeas, Commissioners Abraham, Gault, Rhodes, Wilson and Mayor Kaler (5). ORD.#2015-10-8304; BK 34 AUTHORIZE MEMORANDUM OF AGREEMENT WITH THE PADUCAH & LOUISVILLE RAILWAY, INC., FOR REIMBURSEMENT OF RAILWAY WORK ON OLIVET CHURCH ROAD October 6, 2015 Commissioner Wilson offered motion, seconded by Commissioner Gault, that the Board of Commissioners adopt an ordinance entitled, "AN ORDINANCE OF THE CITY OF PADUCAH, KENTUCKY, APPROVING A MEMORANDUM OF AGREEMENT BETWEEN THE CITY OF PADUCAH, KENTUCKY AND PADUCAH & LOUISVILLE RAILWAY, INC., FOR IMPROVEMENT TO AN EXISTING AT -GRADE RAILWAY CROSSING; AUTHORIZE THE FINANCE DIRECTOR TO ISSUE PAYMENT TO PADUCAH & LOUISVILLE RAILWAY FOR COSTS ASSOCIATED WITH RAILWAY FLAGGING; AND, AUTHORIZING THE TRANSFER OF FUNDS FROM THE SERIES 2013 B BOND PROCEEDS ACCOUNT FOR THE OLIVET CHURCH ROADWAY PROJECT." This ordinance is summarized as follows: In this ordinance the City is approving a Memorandum of Agreement with Paducah & Louisville Railway, for improvement to an existing at -grade railway crossing for the Olivet Church Roadway Project in the amount of $196,381,81 and is authorizing the Mayor to execute said agreement. The City is also authorizing the Finance Director to issue payment at the following rates to railway company for flagging costs associated with the project. Per 8 Hour Dav: Flagman $90.03 per hour Truck $287.80 per day Overtime Rates: Flagman $138.04 per hour Truck $ 35.98 per hour Further, the Finance Director is authorized and directed to transfer a portion of the remaining Series 2013B Bond Proceeds to the Olivet Church Road project account. Adopted on call of the roll; yeas, Commissioners Abraham, Gault, Rhodes, Wilson and Mayor Kaler (5). ORD.#2015-10-8305; BK 34 PURCHASE STREET SWEEPER FOR EPW-STREET DIVISION Commissioner Abraham offered motion, seconded by Commissioner Gault, that the Board of Commissioners adopt an ordinance entitled, "AN ORDINANCE ACCEPTING THE BID OF STRINGFELLOW, INC., FOR SALE TO THE CITY OF ONE REGENERATIVE STREET SWEEPER FOR USE BY THE ENGINEERING -PUBLIC WORKS DEPARTMENT/STREET DIVISION, AND AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT FOR SAME." This ordinance is summarized as follows: The City of Paducah accepts the bid of Stringfellow, Inc., in the amount of $182,437.00, for one regenerative street sweeper for use by the Engineering -Public Works Department/Street Division, and authorizes the Mayor to execute a contract for same. Adopted on call of the roll, yeas, Commissioners Abraham, Gault, Rhodes, Wilson and Mayor Kaler (5). ORD.#2015-10-8306; BK 34 PURCHASE SIDE-ARM LOADER Commissioner Gault offered motion, seconded by Commissioner Abraham, that the Board of Commissioners adopt an ordinance entitled, ''AN ORDINANCE ACCEPTING THE BID OF NIcBRIDE MACK, INC., FOR SALE TO THE CITY OF ONE AUTOMATED SIDEARM LOADER FOR USE BY THE SOLID WASTE DIVISION/ENGINEERING-PUBLIC WORKS DEPARTMENT, AND AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT FOR SAME." This ordinance is summarized as follows: The City of Paducah accepts the bid of October 6, 2015 McBride Nlack, Inc., in the amount of $258, 732.00, for sale to the City of one automated sidearm loader, for use by the Solid Waste Division/Public Works Department, and authorizes the Mayor to execute a contract for same. Adopted on call of the roll, yeas, Conunissioners Abraham, Gault, Rhodes, Wilson and Mayor Kaler (5). ORD.#2015-10-8307; BK 34 ORDINANCES — INTRODUCTION ACCEPT 2015 PORT SECURITY GRANT AWARD Commissioner Rhodes offered motion, seconded by Commissioner Wilson that the Board of Commissioners introduce an ordinance entitled, "AN ORDINANCE AUTHORIZING AND DIRECTING THE MAYOR TO EXECUTE ALL DOCUMENTS RELATING THERETO WITH THE U.S. DEPARTMENT OF HOMELAND SECURITY FOR A 2015 PORT SECURITY GRANT". This ordinance is summarized as follo xs: The Mayor is hereby authorized and directed to execute all documents necessary with the U.S. Department of Homeland Security to obtain a 2015 Port Security Grant in the amount of $37,121.00 for the purchase and installation of equipment to extend video surveillance coverage of the floodwall and downtown infrastructure. Local matching funds are in the amount of $12,374.00. APPROVE PURCHASE AGREEMENT WITH P & L RAILWAY Commissioner Wilson offered motion, seconded by Commissioner Rhodes, that the Board of Commissioners introduce an ordinance entitled, "AN ORDINANCE AUTHORIZING AND APPROVNG THE PURCHASE OF A CERTAIN TRACT OF REAL ESTATE GENERALLY LOCATED AT 619 6TH STREET, PADUCAH, McCRACKEN COUNTY, KENTUCKY, FRO,I PADUCAH & LOUISVILLE RAILWAY, INC., FOR A PUBLIC PURPOSE." This ordinance is summarized as follows: This Ordinance authorizesthe City of Paducah, Kentucky, to purchase a certain tract of real estate generally located at 619 6th Street, Paducah, McCracken County, Kentucky, for a public purpose from Paducah & Louisville Railway, Inc., a Kentucky corporation, for a purchase price of TWO HUNDRED NNETY-FIVE THOUSAND AND 00/100 DOLLARS ($295,000.00). AMEND ORDINANCE FOR CIVIL EMERGENCIES Commissioner Abraham offered motion, seconded by Commissioner Gault. that the Board of Commissioners introduce an ordinance entitled, "AN ORDINANCE AMENDING CHAPTER 30, "CIVIL EMERGENCIES" OF THE CODE OF ORDINANCES OF THE CITY OF PADUCAH, KENTUCKY." This ordinance is summarized as follows: This Ordinance amends Chapter 30, "Civil Emergencies,' of the Code of Ordinances of the City of Paducah, Kentucky, so as to bring this Ordinance into compliance with the mandates imposed by KRS 65. 870 as may be amended. AMEND ORDINANCE FOR HOMELESS SHELTERS Commissioner Gault offered motion, seconded by Commissioner Abraham, that the Board of Commissioners introduce an ordinance entitled, "AN ORDNANCE AMENDING CHAPTER 126-72, "HOMELESS SHELTERS" OF THE CODE OF ORDINANCES OF THE CITY OF PADUCAH, KENTUCKY." This ordinance is summarized as follows: This Ordinance amends Chapter 126, Sec. 72, "Homeless Shelters," of the Code of Ordinances of the City of Paducah, Kentucky, so as to bring this Ordinance into compliance with the mandates imposed by KRS 65. 870 as may be amended. October 6, 2015 CITY MANAGER REPORT City Manager Jeff Pederson asked PRDA Director Steve Doolittle to present options for moving forward with the Riverfront Project Phase I -B. More details are provided below in the City Commission Meeting Highlights by Public Information Officer Pam Spencer. MAYOR & COMMISSIONER COMMENTS No comments were given. PUBLIC COMMENTS No public comments were given. Upon motion the meeting adjourned. ADOPTED: October 13, 2015 City Clerk City Commission Meeting Highlights By: Pana Spencer, Public Information Officer Mayor Riverfront Proiect Phase I -B Options After a presentation by City Manager Jeff Pederson and Paducah Riverfront Development Authority (PRDA) Executive Director Steve Doolittle, the Paducah Board of Commissioners discussed the options for moving forward on Phase I -B of the Riverfront Redevelopment Project, Phase I -B involves the completion of the park and the installation of the gangway and transient dock in addition to boater amenities such as fuel, power, sewer pump outs, and water. Base bids received for the project at the September 9 bid opening ranged from $8.35 to $8.90 million. The City has $5.15 in grant funding for the project. Pederson says, "There has been a lot of time put into the examination of bids. Plus, there has been a lot of staff time spent looking at a range of options that exist." The four main options presented at this meeting with estimated project costs based on the recent bid amounts are as follows: 1. Move forward with the project as bid ($8.453 million—includes a fee for construction management); 2. Re -bid the project to finish only the park and none of the boating infrastructure components ($4.927 million); 3. Re -bid the project to complete the transient dock and boating infrastructure, but the park components including the rock, soil, grass, sidewalks, lighting, and revetment would not be completed ($3.83 million); or 4. Re -bid the project to complete the park, gangway, and only 100 feet of transient dock without amenities including fuel, utilities, sewer, and water ($6,288 million), October 6, 2015 On options 2 and 4, the City would forfeit the Boating Infrastructure Grant (BIG)*. Each of the four options has sub -options for a total of ten possible scenarios. Much of the discussion involved the three deduction options for the current bid (under option 1). The three options are to remove 60 feet of transient dock, remove the center railing from the dock, and remove the wave attenuator from under the dock. Those three items would reduce the current base bid to $7.91 million. The Board of Commissioners decided to continue the project discussion next week with the awareness that a decision needs to be made soon since the bids opened September 9 will be valid only through November 6. Pederson did provide information about possible finarrcing for the project. He says the City had projected starting in the next fiscal year to issue a bond for the renovation of the former Executive Inn Showroom with an anticipated annual bond payment of approximately $250,000. That payment amount would be enough to cover a bond to complete Phase I -B as designed if the City decided not to renovate the Showroom. Pederson also added that &scussions are underway with the County to use a portion of the transient room tax, also known as the bed tax, to fund the relocation of the pavilion. PRDA Chairman Bruce Brockenborough attended the meeting in support of the project. At PRDA's September 23 meeting, members unanimously approved a motion to request the Paducah Board of Commissioners to move forward with the Riverfront Phase I -B project as proposed and as bid. Brockenborough says, "Anything less than option 1 is not a real project." He adds, "We are talking about a strategy that is building regional tourism. There is a certain element of if you build it, they will come." *Out of the$S.15 million in total grant funding for the project, $910,000 (plus the required match of $320,000 for a total of $1.23 million) is incorporated in the Boating Infrastructure Grant (BIG) from the U.S. Fish and Wildlife Service which expires in September 2016. If the City decides not to pursue building the boating infrastructure, the City will forfeit the BIG grant and must return the funding. Agenda Action Form Paducah City Commission Meeting Date: October 13. 201 Short Title: A RESOLUTION OF THE CITY OF PADUCAH, KENTUCKY, MAKING DECLARATION OF OFFICIAL INTENT WITH RESPECT TO REIMBURSEMENT OF TEMPORARY ADVANCES MADE FOR CAPITAL EXPENDITURES TO BE MADE FROM SUBSEQUENT BORROWINGS ❑Ordinance ❑ Emergence ❑ Municipal Order ® Resolution ❑ Motion Staff NVork By: Pederson Presentation Bv: Perkins Background Information: This resolution allows the city to reimburse itself for expenditures made towards the completion of Riverfront Redevelopment Project Phase IB, Shultz Park, from a future general obligation bond. The resolution in itself does not authorize borro\\ ing, That is a separate action. Goal: Strong Economy ❑ Quality Services❑ Vital 1�e1g1iborhoods® Restored DoNNntowns Fonds Available: Account Name: Account Number: Staff Recommendation: The staff recommends approval Department Head Citi' Clerk City Manager finance RESOLUTION A RESOLUTION OF THE CITY OF PADUCAH, KENTUCKY, MAKING DECLARATION OF OFFICIAL INTENT WITH RESPECT TO REIMBURSEMENT OF TEMPORARY ADVANCES MADE FOR CAPITAL EXPENDITURES TO BE MADE FROM SUBSEQUENT BORROWINGS WHEREAS, Treasury Regulation § 1.150-2 (the "Reimbursement Regulations"), issued pursuant to Section 150 of the Internal Revenue Code of 1986, as amended, (the "Code") prescribes certain requirements by which proceeds of tax-exempt bonds, notes, certificates or other obligations included in the meaning of "bonds" under Section 150 of the Code ("Obligations") used to reimburse advances made for Capital Expenditures (as hereinafter defined) paid before the issuance of such Obligations may be deemed "spent" for purposes of Sections 103 and 141 to 150 of the Code and therefore, not further subject to any other requirements or restrictions under those sections of the Code: and WHEREAS, such Reimbursement Regulations require that an Issuer (as hereinafter defined) make a Declaration of Official Intent (as hereinafter defined) to reimburse any Capital Expenditure paid prior to the issuance of the Obligations intended to fund such Capital Expenditure and require that such Declaration of Official Intent be made no later than sixty (60) days after payment of the Capital Expenditure and further require that any Reimbursement Allocation (as hereinafter defined) of the proceeds of such Obligations to reimburse such Capital Expenditures occur no later than eighteen (18) months after the later of the date the Capital Expenditure was paid or the date the property acquired with the Capital Expenditure was placed in sen -ice, except that any such Reimbursement Allocation must be made no later than three years after such Capital Expenditure was paid; and WHEREAS, the City of Paducah.. Kentucky wishes to ensure compliance \vith the Reimbursement Regulations: NOW, THEREFORE; BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF PADUCAH, KENTUCKY: SECTION 1. Definitions. The following definitions apply to the terms used herein: "Allocation" means written evidence that proceeds of Obligations issued subsequent to the payment of a Capital Expenditure are to reimburse the Issuer for such payments, "To allocate" means to make such an allocation. "Capital Expenditure" means any expense for an item that is properly depreciable or amortizable or is otherwise treated as a capital expenditure for purposes of the Code, as well as any costs of issuing Reimbursement Bonds. "Declaration of Official Intent" means a written declaration that the Issuer intends to fund Capital Expenditures with an issue of Reimbursement Bonds and reasonably expects to be reimbursed from the proceeds of such an issue. "Issuer" means the City of Paducah, Kentucky. "Reimbursement" means the restoration to the Issuer of money temporarily advanced from other funds, including moneys borrowed from other sources, of the Issuer to pay for Capital Expenditures before the issuance of Obligations intended to fund such Capital Expenditures. "To reimburse" means to make such a restoration. "Reimbursement Bonds" means Obligations that are issued to reimburse the Issuer for Capital Expenditures, and for certain other expenses permitted by the Reimbursement Regulations, previously paid by or for the Issuer. "Reimbursement Regulations" means Treasury Regulation § 150-2 and any amendments thereto or superseding regulations, whether in proposed, temporary or final form, as applicable, prescribing conditions under which the proceeds of Obligations may be allocated to reimburse the Issuer for Capital Expenditures and certain other expenses paid prior to the issuance of the Obligations such that the proceeds of such Obligations will be treated as "spent" for purposes of Sections 103 and 141 to 150 of the Code. SECTION 2. Declaration of Official Intent. (a) The Issuer declares that it reasonably expects that the Capital Expenditures described in Section (b), which were paid no earlier than sixty (60) days prior to the date hereof or which will be paid prior to the issuance of any Obligations intended to fund such Capital Expenditures, will be reimbursed with the proceeds of Obligations, representing a borrowing by the Issuer in the maximum principal amount, for such Reimbursements. of $3,063,100; and (b) The Capital Expenditures to be reimbursed are for the construction of Riverfront Redevelopment Project Phase IB. The project includes construction of a park which places additional fill materials, landscaping, concrete, revetments, and lighting. It will also be for the construction of additional piles to support a 20' x 360' transient boating dock along with utilities and fueling infrastructure. SECTION 3, Reasonable Expectations. The Issuer does not expect any other funds (including the money advanced to make the Capital Expenditures that are to be reimbursed), to be reserved, allocated on a long-term basis, or otherwise set aside by the Issuer or any other entity, with respect to the Capital Expenditures for the purposes described in Section 2(b), SECTION 4. Severability. If any section, paragraph or provision of this Resolution shall be held to be invalid or unenforceable for any reason, the invalidity or unenforceability of such section.,paragraph or provision shall not affect an}of the remaining provisions of this Resolution. K SECTION 5. Open Meeting. It is found and determined that all formal actions of this City Commission of the Issuer concerning and relating to the adoption of this resolution were adopted in an open meeting of this City Commission of the Issuer; and that all deliberations of this City Commission of the Issuer and of any of its committees that resulted in such formal action, were in meetings open to the public, in compliance with the law, SECTION 6. Effective Date. passage, as provided by law. This Resolution shall take effect from and after its The undersigned has been authorized by the City Commission of the Issuer to sign this resolution on behalf of the City Commission of the Issuer. CITY OF PADUCAH, KENTUCKY Mayor Attest City Clerk Adopted by the Board of Commissioners. October 13, 2015 Recorded by Tamrnara S. Sanderson, City Clerk, October 13, 2015 �resoln\bond-GOB 2016-shultz park phase 1 b CERTIFICATE 1, the undersigned City Clerk of the City of Paducah, Kentucky, certify that the foregoing is a true copy of a Resolution adopted by the City of Paducah, Kentucky at a meeting of the City Commission held on the day of , 2015. I further certify that all actions taken in connection with the resolution were in compliance with the requirements of KRS 61.810, 61.815, 61.820 and 61.825, and that said resolution is now in full force and effect, all as appears from the official records of the City in my custody and under my control. Witness my hand as City Clerk of the City of Paducah. Kentucky this day of . 2015. City Clerk E OCTOBER 13, 2015 I move that the following documents be received and filed: DOCUMENTS Deeds of Conveyance: a. Robert Ray Smith for 800 South 5"' Street b. Adam Moyers & Brandi Harless for 421 North 5'" Street (ORD 4 2015-09-8299) 2. Commissioner's Deed for 1420 North I l"' Street (AKA 1100 Ellis Street) 3. Quitclaim Deeds: a. Michael Todd Knuckles for 2530; 2540 & 2546 Barnett Street (MO 91855) b. Jamie Santiago & Irma Rios for 2306 Eulah Street (_MO # 1789) c. Miguel Pascual Elias for 1006 South l 1 `t' Street (MO # 1858) d. Ray S. Cobb for 1009 Boyd Street (MO # 1856) 4. Contracts/Agreements: a. Construction Contract with Mitchell Construction, LLC for construction of a ne\r home at 1606 Harrison Street (ORD # 2015-09-8294) b. Subordination Agreement with Community Financial Services Bank (CFSB) for the redevelopment and revitalization of the Smedley Yeiser Building in the Lowertowm Neighborhood (ORD # 2015-09-8295) c. Agreement with Stringfellow, Inc. for the purchase of one regenerative street sweeper (ORD # 2015-10-8306) d. Agreement with McBride Mack, Inc. for the purchase of one side arm refuse truck (ORD # 2015-10-8307) e. Indemnification and License Agreement with Paducah Riverfront Hotel, LP for Downtown Hotel (MO # 1864) f Memorandum of Understanding with the Department of the Army for work performed prior to execution of a Project Partnership Agreement for Ohio River Shoreline Reconstruction Project (MO # 1861) Paducah Water Works Financial Highlights for August 2015 BID FOR ENGINEERING -PUBLIC WORKS DEPARTMENT Riverfront Redevelopment Project Phase 1-I3 1. MAC Construction & Excavating, Inc. 2. Jim Smith Contracting Co., LLC *Denotes Recommended Bid CITY OF PADUCAH October 13, 2015 Upon the recommendation of the City Manager, the Board of Commissioners of the City of Paducah order that the personnel changes on the attached fist be approved. Cit anage,N Signature Date EPW - MAINTENANCE Giurintano, Christopher A. POLICE - OPERATIONS Gholson, Conrad W.T. Rolens. Nicholas S Slack, Danny R PARKS SERVICES Biles, Leon T POLICE - ADMINISTRATIVE SVCS Suitor, Melissa A. Carr, Kimberly J. PARKS SERVICES Ham, Daniel H FIRE SUPPRESSION Pendergrass, Brian Glisson, Stephen C Looney, Jr., Billy J EPW - MAINTENANCE CITY OF PADUCAH PERSONNEL ACTIONS October 13, 2015 NEW HIRE - FULL-TIME (FIT) POSITION RATE Journeyman Electrician $20.00/Hr NCSICS FLSA EFFECTIVE DATE NCS Non -Ex October 15, 2015 Patrol / Recruit Officer $20.28/Hr NCS Non -Ex November 5, 2015 Patrol / Recruit Officer $20.28/Hr NCS Non -Ex November 5, 2015 Patrol / Recruit Officer $21.49/Hr' NCS Non -Ex November 5, 2015 'Higher rate because of two years sworn service in another state NEW HIRES - PART-TIME IPIT)frEMPORARYISEASONAL POSITION RATE NCSICS FLSA EFFECTIVE DATE Park Ranger $8.54/Hr NCS Non -Ex October 15, 2015 School Crossing Guard 8.47/Hr NCS Non -Ex October 15, 2015 School Crossing Guard 8.47/Hr NCS Non -Ex October 15, 2015 PAYROLL ADJUSTMENTSITRANSFERSIPROMOTIONS!TEMPORARY ASSIGNMENTS PREVIOUS POSITION CURRENT POSITION NCS/CS FLSA EFFECTIVE DATE AND BASE RATE OF PAY AND BASE RATE OF PAY Park Ranger Park Ranger NCS Non -Ex September 21, 2015 $8.25/Hr $8.54/Hr Fire Fighter $13.75/Hr FF / Relief Driver S14.87/Hr Fire Lieutenant $16.25/Hr FF / Relief Driver $14.35/Hr Fire Lieutenant 516.14/Hr Fire Captain $17.34/Hr Kuiik, Ryan Parks Services - Laborer Maintenance Technician 517,01IHr $17.96/Hr TERMINATIONS - FULL-TIME (FIT) POSITION REASON POLICE - OPERATIONS Redmon, Michael Patrolman Termination TERMINATIONS - PART-TIME (PIT)ITEMPORARYlSEASONAL POSITION REASON POLICE -ADMINISTRATIVE SVCS Richardson, James G School Crossing Guard Resignation NCS Non -Ex October 1, 2015 NCS Non -Ex October 1, 2015 NCS Non -Ex October 1, 2015 NCS Non -Ex October 15, 2015 EFFECTIVE DATE September 21, 2015 EFFECTIVE DATE September 17, 2015 CITY OF PADUCAH PERSONNEL ACTIONS October 13, 2015 PARKS SERVICES atthews, Ryan Park Ranger Resignation September 28, 201 Agenda Action Form Paducah Cite Commission ,Meeting Date: October 13, 201 Short Title: Health Insurance Benefit Plan Premiums for 2016 ❑Ordinance ❑ Emergency ® Municipal Order ❑ Resolution ❑ Motion Staff Work By: Miss] Dotson; Steve Doolittle, Greg Carlon Presentation By: Steve Doolittle Background Information: The following reflect the recommended monthly health insurance premiums; by plan, for the 2016 Calendar year. These are the rates, as presented earlier by Greg Carlton; of Peel and Holland, which are flat to last year. with the exception of Delta Dental, which is offered at a premium increase of only 7° o, after remaining Flat for the last three years. These premiums allow us to keep our grandfathered status which offers protection to both the employer and the employee and allONV us to maintain an acceptable escrow level to cover expected claims and plan costs. As a further note. regarding the City's health insurance premium, there have only been two increases to cost in the last seven years. Health Insurance: Investor Plan 's Monthh, Premium j Elite Plan Alontbly Premiu j ^ ' j Employee I $ 781 Employee S 856 Employee/Spouse $ 969 , Employee/Spouse $1;139 Ei�loyee Child Family S 825 Employee Child $1,118 Family S 974 $1,319 Proposed Dental Premium: Vision Premium: Delta Dental Monthly Premium Blue View Vision Monthlir Premium Employee $23.88 Employee $ 5.97 Employee./Spouse ' $48.72 Employee/Spouse 510.45 Employee Child 550.96 Employee Child 511.35 Family I U2.90 ; Family 517.32 Goal: ❑Strong Economy ® Quality Services❑ Vital Neighborhoods❑ Restored Dowritowris Funds Available: Account Name: Health Insurance Premiums Account Number: 073-0208-542.20-08 Finance Staff Recommendation: Approve the above listed premiums for Health isurance, Vision, and the slightly increased premium for Dental. Attachments: G t`j Department I -lead Cite Clerk i Alanaer MUNICIPAL ORDER NO. A MUNTIC[PAL ORDER APPROVING AND ADOPTING THE COMPREHENSIVE HEALTH INSURANCE BENEFIT PLAN PREMIUMS FOR CALENDAR YEAR 2016 INCLUDING PREMIUMS FOR OPTIONAL DENTAL AND VISION CARE FOR EMPLOYEES OF THE CITY OF PADUCAH BE IT ORDERED BY THE CITY OF PADUCAH, :KENTUCKY: SECTION 1. That the City of Paducah approves and adopts the followving monthly health insurance premiums for calendar year 2016 including premiums for optional dental and vision care for employees: Health Insurance: Investor Plan Monthly Premium Elite Plan Monthly Premium Employee $ 781 Employee $ 856 Employee/Spouse $ 969 Employee/Spouse $1,139 Employee Child $ 825 Employee Child $ 974 Family $1,118 Family $1,319 Prnnnsed Dental Premium: Proposed Vision Premium: Delta Dental Monthly Premium Blue View Vision Care Monthly Premium Employee $23.88 Employee $ 5.97 Employee/Spouse $48.72 Employee/Spouse $10.45 Employee Child $50.96 Employee Child $11.35 Family $82.90 Family $17.32 SECTION 2. That the premiums for the Compreliensive Health Insurance Benefit Plan for Employees approved and adopted in Section 1 above shall become effective January 1, 2016. SECTION 3. This order shall be in full force and effect from and after the date of its adoption. Mayor ATTEST: Tammara S. Sanderson, City Clerk Adopted by the Board of Commissioners, October 13, 2015 Recorded by Tammara S. Sanderson, City Clerk, October 13, 2015 mo',•premiums-health ins 2016 Agenda Action Form Paducah City Commission Meeting Date: i:3 October 1015. Short Title: State Farm@ Community Grant Application ❑ Ordinance ❑ Emergency ® Municipal Order ❑ Resolution ❑ Motion Staff Work By: Gretchen Morgan; Sheryl Chino Presentation By: Chief Brandon Barnhill Background Information: State Farm® supports communities where we live and work through partner grants, Good Neighbor Citizenship@ company grants, and the State Farm Companies Foundation. Through their company grants, State Farm& focuses on three areas: safety, education, and community development. Through the State Farm® Community Grant program, the Paducah Police Department is proposing to apply for $5,000 to purchase equipment that will allow the police department to develop educational materials and videos related to the "Heads Up, Don't be xntexticated" program. There is not a match requirement for this grant program. Goal: ❑ Strong Economy ® Quality Services ❑ Vital Neighborhoods ❑ Restored Downtowns Funds Available: Account Name: Account Number: Project Number: Finance File Number: Staff Recommendation: Authorize and direct the Mayor to execute all required grant related documents. Attachments: None L - ;4C?itYManagger Department Head Ci Clerk MUNICIPAL ORDER NO. A MUNICIPAL ORDER AUTHORIZING THE I'vIA.YOR TO EXECUTE AN APPLICATION AND ALL DOCUMENTS NECESSARY FOR A STATE FARM® COMMUNITY GRANT IN THE AMOUNT OF $5,000 FOR DEVELOPMENT OF EDUCATIONAL MATERIALS FOR THE "HEADS UP DON'T BE IN'TEXT'ICATED" PROGRAM BY THE PADUCAH POLICE DEPARTMENT BE IT ORDERED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. The Mayor is hereby authorized to execute an application and all documents necessary for a grant through the State Farm (& Community Grant Program in the amount of $5,000. Said grant funds shall be used by the Paducah Police Department for the development of educational materials and videos for the "Heads Up Don't Be In'text'icated" Program. 'No local cash or in-kind contribution is required. SECTION 2. This Order shall be in full force and effect from and after the date of its adoption. Mayor ATTEST: Tammara S. Sanderson, City Clerk Adopted by the Board of Commissioners, October 13, 2015 Recorded by Tammara S. Sanderson, City Clerk; October 13, 201 \in o`grants\police-State Fann Community -- In'text'icated Agenda Action Form Paducah City Commission Meeting Date: 6 Oct 2015 Short Title: U,S, Department of Homeland Security/FEMA — 2015 Port Security Grant Program ® Ordinance ❑ Emergency ❑ Municipal Order ❑ Resolution C] Motion Staff Work By: Brandon Barnhill, Former AIC Stacey Grimes, Sheryl Chino Presentation By: Brandon Barnhill Background information: The FY2015 Port Security Grant Program (PSGP) directly supports maritime transportation infrastructure security activities. PSGP is one tool in the comprehensive set of measures authorized by Congress and implemented by the U.S. Department of Homeland Security to strengthen the Nation's critical infrastructure against risks associated with potential terrorist attacks. The City of Paducah was awarded funding through this program in 2009 and in 2013 for security camera installation at the new boat ramp. Under Municipal Order 1838, the City Commission authorized the submittal of a 2015 Port Security Grant Application for a portable surveillance/camera system to aid in providing security of the floodwall and downtown infrastructure, The City has been awarded $37,121 from the Port Security Grant Program with a match requirement is $12,374. Goal: ❑ Strong Economy ® Quality Services ❑ Vital Neighborhoods ❑ Restored Downtowns Funds Available: Project Name: 2015 Port Security Project #: E00025 File #: 6.277 Financ Acct. #: 040-0102-511.23-07 Budget: $49,495 Source of Funds: $37,121 federal grant, $12,374 malch to be provided from the Police Dept's FY2016 operating budget Staff Recommendation: Authorize and direct the Mayor to sign all required grant related documents; as well as, authorize the acceptance of the grant award through FEMA's ND grants web portal. Attachments: None a nt ead City Clerk City Manager Agenda Action Form Paducah City Commission Meeting Date: October 6, 2015 Short Title: AN ORDINANCE AUTHORIZING THE ;MAYOR TO ENTER INTO A PURCHASE CONTRACT AND EXECUTE ALL DOCUMENTS NECESSARY WITH P&L RAILWAY FOR THE PURCHASE OF LAND LOCATED AT 619 NORTH 6T" STREET ®Ordinance ❑ Emergency ❑Municipal Order ❑ Resolution ❑ Motion Staff Work Bv: Doolittle Presentation By: Doolittle Background Information: The P&L Railroad of Paducah owns approximately 4.831 acres of real estate at 619 N. 6"' Street (N. 6" and Campbell Street). The land is currently vacant. We Nvill 45racquire this property to relocate the Pavilion Dome. The property was appraised by Sirk and Company for $315,000. The P&L have agreed to accept $295,000. Goal: F)StronU Economy ❑ Quality Services❑ vital Neighborhoods® Restored Downto«ns Funds Available: Account Name: D -T o O Account Number: Finance Staff Recommendation: The staff recommends approval 4 Cite Clerk Cite M Department Head Agenda Action Form Paducah City Commission Meeting Date: October 6, 2015 Short Title: An Ordinance Amending Chapter 30, "Civil Emergencies" of the Code of Ordinances of the City of Paducah, Kentucky ®Ordinance ❑ Emergency ❑ Municipal Order ❑ Resolution ❑ Motion Staff Work By: Lisa Emmons, Esq. Presentation By: Jeff Pederson, City Manager Background Information: KRS 65.870 prohibits local governments from occupying any part of the field of regulation of the manufacture, sale, purchase, taxation, transfer, ownership, possession, carrying, storage, or transportation of firearms, ammunition, components of firearms, components of ammunition, firearms accessories or combination thereof. Pursuant to this statute, *is necessary to amend Chapter 30 of the Code of Ordinances of the City of Paducah, Kentucky. Said Ordinance shall be amended to remove Section 30-3(a)(3) in order to comply with the current Statute, STAFF RECOMMENDATION: Amend Chapter 30 of the Code of Ordinances to remove language that is in contradiction to Kentucky Revised Statute 65.870, namely that portion that states that the City, after proclamation of a civil emergency, is authorized "to require all businesses displaying or selling any firearms; explosives, or ammunition to remove and securely lock up all such items until further orders." Attachments: Ordinance Department Head City Clerk 7y Qanacyer Agenda Action Form Paducah City Commission Meeting Date: October 6, 2015 Short Title: An Ordinance Amending Chapter 126-72 "Homeless Shelters" of the Code of Ordinances of the City of Paducah, Kentucky ®Ordinance ❑ Emergency ❑ Municipal Order ❑ Resolution []Motion Staff Work By: Presentation By: Background Information: Lisa Emmons, Esq. Jeff Pederson, City Manager KRS 65.870 prohibits local governments from occupying any part of the field of regulation of the manufacture, sale, purchase, taxation, transfer, ownership, possession, carrying, storage, or transportation of firearms, ammunition, components of firearms, components of ammunition, firearms accessories or combination thereof. Pursuant to this statute, it is necessary to amend Chapter 126-72 (1)(c)(5)(iii) of the Code of Ordinances of the City of Paducah, Kentucky. Said Ordinance sh11 he amended to require homeless shelters to adopt a Code of Conduct banning weapons from said homeless shelters. STAFF RECOMMENDATION: Amend Chapter 126-72 (1)(c)(5)(iii) of the Code of Ordinances to remove language that is in contradiction to Kentucky Revised Statute 65.870, namely that portion that states that homeless shelters are required to create and adopt a Code of Conduct to include the following language `'Weapons are not permitted." Attachments: Ordinance J Department Head City Clerk City Manager Agenda Action Form Paducah City Commission ;`Meeting Date: 10-13-2015 Short Title: Substitution of capital projects for certain projects authorized to be financed with GOB 2013B proceeds ®Ordinance ❑ Emergency ❑ Municipal Order ❑ Resolution ❑ Motion Staff Work By: Jeff Pederson, Jonathan Perkins Presentation By: Jonathan Perkins Background Information: In September 2013, the City of Paducah issued General Obligation Bonds (GOB) 2013B for use of a portion of the proceeds to pay the costs of the construction of improvements to an industrial/distribution facility located within the City to be leased to a Kentucky subsidiary of Macco Organiques Incorporated, a Canadian corporation, for purposes of economic development within the City of Paducah. Developments subsequent to the issuance of the 2013B GOBS required that the City use the proceeds of such GOB Cor other capital projects and/or economic development projects as set forth from time to time on the City's CIP plan or other ordinances and as may be further directed by the City Commission or City Manager. Goal: ®Strong Economy ❑ Quality Sci-vices❑ Vital Neigliborhoods❑ Restored Downtowns Funds Available: Account Name: Macco GOB 2013E /22�0 Account Number: CIP Fund Finance Staff Recommendation: That this proposed ordinance is passed. Attachments: Department Head City Clerk City anager S: Jon Perkins Wcid Debt Management Bond Issue S3.6M - 2013. noble Prk Pool (Series.;). Teletech. Macco (Series B). File 3.71 AAF - Substi ute Ordinance. Alternative Projects For )lacco GOB 2013 Proceeds.Doc Ordinance No. 2015 -10 - AN ORDINANCE AUTHORIZING THE SUBSTITUTION OF CAPITAL PROJECTS FOR A CERTAIN PROJECTS AUTHORIZED TO BE FINANCED WITH THE PROCEEDS OF CITY OF PADUCAH, KENTUCKY TAXABLE GENERAL OBLIGATION BONDS, SERIES 201313 WHEREAS, on September 17, 2013 the City of Paducah, Kentucky (the `City") adopted Ordinance No. 2013-9-8074 authorizing the issuance of its Taxable General Obligation Bonds, Series 2013B (the "2013B Bonds") and the use of a portion of the proceeds thereof to pay the costs of the construction of improvements to an industrial/distribution facility located within the City to be leased to a Kentucky subsidiary of Macco Organiques Incorporated, a Canadian corporation, for use in firrtherance of economic development within the City (the Macco Project"), and WHEREAS, developments subsequent to the date of issuance of the 2013B Bonds, events have resulted in a determination by the City that it is now necessary and desirable that the City authorize the use of the proceeds of the 2013B Bonds originally contemplated for the Macco Project for alternative capital and/or economic development projects (the `'Alternative Projects") as may be set forth from time to time on the City's Capital Improvement Project listing (the "CIP List") or other ordinances. NOW THEREFORE BE IT ORDAINED BY THE CITY OF PADUCAH, KENTUCKY AS FOLLOWS: Section 1. Authorized Use of Proceeds of 2013B Bonds. The City hereby declares that it is desirable and necessary to authorize, and the City hereby authorizes and directs, the use of remaining, unexpended proceeds of the 2013 Bonds for capital and/or economic development projects (the `'Alternative Projects") as may be set forth from time to time on the City's CIP List or other ordinances and as may be further directed by this Board of Commissioners or the City Manager. Section 2 -- Inconsistent Actions. All prior ordinances. resolutions, orders or parts thereof inconsistent herewith are hereby repealed. Section 3 -- Open Meetings Compliance. All meetings of the City Commission and of its committees and any other public bodies, at which the formal actions in connection with the issuance of the Bonds were taken, or at which deliberations that resulted in such formai actions were held, were open meetings, and such formal actions were taken and any such deliberations took place while such meetings, after proper notice, were open to the public, in compliance with all legal requirements including KRS Sections 61.805 through 61.80. Section 4 -- Effective Date, This Bond Ordinance shall become effective immediately upon adoption and publication of a summary thereof. as provided by law. S: Jon Perkins Word Debt Management -Bond Issue S3 b'Vt - 2013. Noble Prk Pool (Series A). Tdeiech. Macco (Series B). File 3.71 2015 Substitution Ordinance -Alternative Projects.Docs INTRODUCED AND PUBLICLY READ ON FIRST READING on the 13th day of October, 2015. PUBLICLY READ, ADOPTED AND APPROVED ON SECOND READING, this the 27th day of October, 2015, Attest By: City Clerk CITY OF PADUCAH, KENTUCKY By: Mayor S: Jon Perkins Word Debt \lanagement Bond Issue S3.6Nl - 2013, tioble Pro; Pool (Series A), Teletech, Vhcco (Series B), File 8.71 2015 Substitution Ordinance -Alternative Projects.Docx Agenda Action Form Paducah City Commission Nleeting Date: 10/13/2015 Short Title: Ordinance authorizing the Mayor to execute a contract with Ratio Architects. Inc. for two (2) architectural/ design service options (Renovation and rehabilitation of the existing City Hall and design services for a New City Hall). ®Ordinance ❑ Emergency ❑ Municipal Order ❑ Resolution ❑ Motion Staff Work By: Jeff Pederson, Rick Murphy, Steve Doolittle, Steve Ervin, Presentation By: Jeff Pederson, Rick Murphy, Steve Doolittle, Steve Ervin, Background Information: The City of Paducah published a Request for Qualifications for Architectural Services for design of a City Hall, The Public Notice was published in the Paducah Sun on May 10'h, 2015, Four qualified proposals were received by May 26`h. 2015, RATIO Architects, Inc. Brandstetter & Carroll, Inc. Murphy Graves & Trimble, Inc RBS Design Group, Architecture The City Hall Advisory Committee interviewed all four architectural firms on July 20'h & 21" and made the following recommendation: The City Hall Advisory Committee recommends that the City of Paducah procure the professional services of RATIO Architects, Inc. to provide design and architectural services to the City of Paducah for an amount not to exceed $1.622,000. The not to exceed amount represents the base -line approach of renovation and rehabilitation of the existing City Hall. Lesser Architectural service fees may become evident with an option of all new building approach. RATIO will partner with Peck Flannery Gream Warren, Bacon Farmer Workman and Marcum Engineering for Architectural & Engineering Services. Attached please find the RATIO Letter of Proposal that outlines all architectural and design services. Goal: ❑Strong Economy ® Quality Services® Vital Neighborhoods[] Restored Downtowns Agenda Action Form Funds Available: Account Name: Account Number Project Number: Staff Recommendation: e e ct) s w�4ILLktArt i), i 3r LLL Page 2 4(x(5 inance Staff recommends that the Commission adopt an ordinance authorizing the Mayor to execute a contract between the City of Paducah and RATIO Architects, Inc. for two (2) architectural/ design service options (Renovation and rehabilitation of the existing City Hall and design services for a New City Hall Attachments: 9;ZK'e� ea City Clerk City Manager ORDINANCE NO. 2015 -10 - AN ORDINANCE ACCEPTING THE PROPOSAL OF RATIO ARCHITECTS, INC. FOR TWO (2) ARCHITECTURAL/DESIGN SERVICE OPTIONS (RENOVATION AND REHABILITATION OF THE EXISTING CITY HALL AND DESIGN SERVICES FOR A NEW CITY HALL), AND AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT FOR SAME WHEREAS, the City of Paducah published a Request for Qualifications for Architectural Services for Design of a City Hall in the Paducah Sun on May 10, 2015: and WHEREAS, four qualified proposals were received by May 26, 2015; and WHEREAS; the City Hall Advisor; Committee interviewed all four architectural firms on July 20 and 21, 2015; and WHEREAS, the Committee recommends that the Cite of Paducah procure the professional services of RATIO Architects, Inc., to provide design and architectural services. BE IT ORDAINED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. That the City of Paducah accepts the proposal of RATIO Architects. Inc., in an amount not to exceed S 1,622,000, for two (2) architectural/design service options (renovation and rehabilitation of the existing city hall and design services for a new city hall), said proposal being in substantial compliance with the Request for Qualifications. instructions and requirements, and as contained in the proposal of RATIO Architects, Inc. of May 26, 2015. SECTION 2. That the Mayor be authorized to execute a contract with RATIO for t vvo (2) architectural/design service options (renovation and rehabilitation of the existing City Hall and design services for a new city hall), authorized in Section 1 above. SECTION 3. This expenditure shall be processed through the City Hall Design project account SECTION 4. Severability. If any section, paragraph or provision of this Ordinance shall be held to be invalid or unenforceable for any reason, the invalidity or unenforceability of such section, paragraph or provision shall not affect any of the remaining provisions of this Ordinance. SECTION 5. Compliance With Open Meetings Laws. The City Commission hereby finds and determines that all formal actions relative to the adoption of this Ordinance were taken in an open meeting of this City Commission, and that all deliberations of this City Commission and of its committees, if any, which resulted in formal action, were in meetings open to the public. in full compliance with applicable legal requirements. SECTION 6. Conflicts. All ordinances, resolutions, orders or parts thereof in conflict with the provisions of this Ordinance are, to the extent of such conflict, hereby repealed and the provisions of this Ordinance shall prevail and be given e`ect. SECTION 7. Effective Date. This Ordinance shall be read on two separate days and will become effective upon summary publication pursuant to KRS Chapter 424. Mayor ATTEST; Tammara S. Sanderson, City Clerk Introduced by the Board of Commissioners, October 13, 2015 Adopted by the Board of Commissioners, October 13, 2015 Recorded by Tammara S. Sanderson; City Clerk, October 20, 2015 Published by The Paducah Sun. ord`.pIan'%contract -arc hitectural & design services—city hall RATIO Architecture Preservation Interior Design Landscape Architecture Urban Design + Planning Grophic Design October 8, 2015 Mr. Steve Ervin, Director of Planning Director of Planning City of Paducah 300 South 5r' Street Paducah, Kentucky 42002.2261 Re: City Hall Project _ RATIO letter of Proposal v.5 Dear Steve, This is truly a significant moment in the development of your great city. As such, RATIO is most appreciative of the opportunity to provide professional services resulting in a signature City Hall project designed on behalf of the citizens of Paducah as their future hone of governance for decades to come. Regarding this proposal and the impending design debate discussed with you in the previous weeks — n crderto best initiate a set of business terms that [be City of Paducah can formally act upon or authorize, we've chosen to describe in the following proposal letter an implied preference toward a single project approach. That said, we carry a neutral position on the matter and when combined with the understanding that well investigate two (2) design options, we believe this to be the best way to describe specific project parameters such as scope. services. schedue and compensation in a formatthat can be reviewed and authorized by the Committee. or City. Thus. we have elected to describe herein the "renovation & rehabilitation approach" as a baseline forthis proposa:, since it would appear to represent a more comprehensive set of design and engineering services. Once final consensus is achieved on the best designdirection to pursue at the conclusion of schematic design, our previously contracted services would either continue per this current contract, or if necessay be amended through a changeorder if lesser engineering services become evident with an optional 'all new' building approach. With your concurrence, wo hereby submit the following document that constitutes our design services proposal for your review and authorization. PROJECT BASELINE SCOPE In order to form the initial basis of a contract, we understand the assumed baseline project scope for n,w will consist of the rehabilitation and renovation of the existing 1963 -era city hall facility which houses approximately 50,000 to 60,000 sq. ft. and is situated a the identified 'civic zone' of downtown Paducah. The rehabilitated stmcturewill be remodeled within to accommodate the current governmental departments and programs such as HR, General Government, PRDA. Planning, Finance, Engineering, Fire Prevention, Public Works and an additional inclusion for relocating GIS offices at 2,500 sf. Other functional needs will include shared departmental office spaces and other back -of -house areas such as reception/security, lobby pre -function, commission chambers, conference rooms, kitchenette/break room, mail center, building archives, receiving, restrooms, circulation corridors, stairs, restrooms, safe rooms and mechanical/electrical equipment rooms. We understand program areas such as Credit Union, Police or 911 Essential Services Facilities will not be part of the program scope. As an architectural symbol of civic pride designed to welcome public participation in the process of local government, the existing renovated and rehabilitated City Hall building may include a number of changes including 1) the introduction of a new entry vestibule and lobby with public accommodations suitable to the public buildings of today; 2) introduction of new glazing fenestration or window details suitable for improving interior daylight into the interior; 3) introduction of new life safety and ADA accessibility requirements with restrooms, chambers. stairs and egress; and lasty4) introduction of new exterior material improvements suitable for improved thermal performance of the existing uninsulated building envelope, longer lasting material weathering and a timeless architectural building presence. In addition to the architectural modifications, as an 'essential services facility' the engineering design will include re -structuring and/or structural repair of the failing canopy, seismic isolation design with the foundations and replacement of a majority of building MEP/FP/Telecom systems. Regarding sustainable design services, it has been decided by the Owner to not pursue USGBC LEED ce-tification, however due to the GIS and server rooms we would still recommend providing fundamental commissioning as an additional service at a later date. Regarding historic preservation, the project will seek to preserve and rejuvenate important or unique elo-nents found in the original mid-century modern architecture by Edward Durell Stone, but we have not included nomination to the US National Register of Historic Places of other preservation credits. We understand that the renovation work mentioned above will attempt to remain consistent with the original design, or if more appropriate, designed to provide a contrast of the original design bringing respectful clarity to the comparative periods of time. Original kei elements of the mid-century design do exist within the interior of the building, however given the significant interior remodeling that is anticipated to satisfy expectations of a contemporary workplace designed for flexibility, adaptability, accessibility, security, sustainability and high-performance. Complete demolition of the existing City Hall is not considered part of the project scope, as the building could remain for repurposing by other uses. RATIO Architects, Inc. 101 South Pennsylvania Street Indianapolis, Indiana 46204-3684 317.6:34040 1 317.633.4153 PATIOarch-tects co- Indianapolis, IN Champaign, IL Raleigh, NC Chicago, IL Mr. Steve Ervin, Director of Planning Page 2 of 4 October 8, 2015 With regard to site scope we understand the requirements include new functional changes to the existing City Hall site, surrounding plaza porch, formal landscaping, site lighting. site accessories, signage, service zone and lower level secured access to thefacility. The City currently owns an adjacent surface parking lot accommodating approximately 50 vehicles, therefore new vehicular parking is not required in he baseline approach. The baseline project does not require neer driveways or street R.O.W improvements other than typical sidewalk connections and/or minor utility patching (note, see Design Services below which describes additional site work master planning and alternatives for a comparative new building approach). We understand the City intends to relocate existing departments and staff to a temporary remote facilit; in the SS Building. As such, we understand the existing City Hall will be unoccupied during the period of renovation/rehabilitation. By looking at feasible squarefuatcosts and reasonable quality expectations, we understand the project's initial hard construction budget is likely to be in the range of $15.OM depending on factors to be investigated during the programming and schematic design phases. Please understand the construction budget shown is a preliminary guest mate at this time and will require validation or adjustment. Further, we anticipate the City's overall total project cost will be in the range of $17.8M inclufing miscellaneous project soft costs, fees, expenses. furniture, fixtures, equipment, temporary relocation costs and moving expenses. We anticipate the construction budget for a comparable project of new construction could be less than the budget described above for rehab and renovation which this process vid determine, lastly, we understand the project construction work will be procured as a single -prime contract via a single bid -package competitively priced by a qualified list of general contractors. DESIGN SERVICES RATIO Architects, Inc. and its associated sub -consultants will provide Basic Services for the scope of work described above in this letter. Our services will generally follow in accordance with the AIA 8101 Standard Form of Agreement Between Owner and Architect, 2007 Edition with mutually agreed upon modifications and amendments. In addition to the prime agreement between the City of Paducah and K710, we wilt establish an AIA Document C 141 Consultant Agreement with each sub -consultant named to the project Related, the City of Paducah may retain otherdifect sub -consultants, testingagencies or surveying representatives under separate agreement which will be identified and made known to RATIO as pari of our agreement. The design team will be led and managed by RATIO Architects, Inc. as the Design Architect/Prime Consultant. RATIO's services will be led by Principal -In -Charge Rob Proctor, AIA and Project Director Brock Roseberry, AIA. We will be supported by local PFGW Architects as the Architect of Record. BFW as Structural/Civil Engineer, Marcum Engineering as Mechanical/Electrical Engineer, and RATIO as Programmer, Interior Designer, Landscape Architect and Master Planner. Please note that other specialty consultants requested by the Owner may be added to the contract as an additonal service once the scope is further refined such as with audio/visual design, commissioning (Cx), security design, FFE, graphic design, topographic survey ng, digital scanning, environmental survey work, TEED management and design, utility and storm water design, and hazardous material involvement. Specific responsibilities will be as follows: 1) RATIO will lead overall management, architectural design, preservation, interior planning, interior design and landscape architecture and will facilitate the workshop design process, committee meetings, meeting agenda, meeting summary documentation and a public presentation. RATIO will develop documents required for schematic design and design development using Revit (BIM) modeling softsare, along with other software 3-D Skp programs in communicating design intent and scope alternatives. Our design renderings will include two (2) exterior and two (2) interior images to describe the schematic design intent, plus one (1) basic video animation fly-thru lasting up to 30 seconds in du-ation. During the construction documents phase, RATIO will assist PFGW in the limited development of certain construction documents and components. During construction administration, RATIO will assist in the review of specific material submittals, construction mock-up reviews, interior finish and lighting selections, and contractor RFI and ASI clarifications 2) PFGW will lead technical areas including cost estimating, life/safety code reviews, ADA accessibi it; review, constructability, bidding/negotiation, construction doc's and specifications, construction admin, record drawings and certification of architectural documents for permitting and construction. BFW will lead structural and civil engineering with a focus on the existing concrete canopy stabilaation work, foundation redesign and interior structural modifications as required for rehabilitating the existing building, including cost, constructability, aid seismic reviews. The schematic phase of the rehabilitation scenario may include investigation of two possible options noted below, dependingon budget and scope direction: a. BFW may investigate a combination of structural engineering isolation techniques for the existing main building mass in order to reduce seismic effects. This structural review will also include rooftop external reinforcing of the concrete canopies to supplement the existing cantilever reinforcement. This will also require investigating the original basement wall design which wit l bed eta ched from the main level, b. Adding conventional shear walls and the associated foundations to the main building mass to resist seismic effects along with added vertical columns at the perimeter of the canopy to supplement the original cantilevered canopy design. c. BFW will also provide structural and civil engineering concepts for the alternative approach of new construction for comparison. d. Limited civil engineering will be required in the site selection evaluation process for siting a nee; building option. 4) Marcum Engineering will lead mechanical, electrical, fire -protection and telecommunications design for the project. They will also provide fundamental engineering review in the schematic design comparison for a newly constructed building. Our basic services and workshop intervals will involve the consecutive and sequential phases of schematic design (2 workshops), design development (3 workshops), construction documents (4 workshops). bidding and negotiation, construction administration footed as 8 construction field visits by RATIO staff and 25 visits by a combination of PFGW/BFW-ME). Except that programming/master planning and schemal:c design run concurrently, each phase of design work beyond that will require formal approval from the Committee prior to advancing the design to the next phase of work. We will conduct the specified numberof workshop and site visits in each phase in order to maintain an effective schedule of deliverables and to maintain a reasonable number of visits and associated reimbursable travel costs. We anticipate the City will provide departmental review at the 50% and 85% complete levels of construction documents. Mr. Steve Ervin, Director of Planning Page 3 of 4 October 8, 2015 We understand the City of Paducah will make available for our use necessary reference documentation like existing CAO/Lidar topo surveys, aerial mapping. previous space needs analysis, utility surveys, existing building as -built documentation, environmental reports and geotechnical sub -surface investigations. ADDITIONAL DESIGN SERVICES INCLUDED Additional Schematic Design of New Building for Comparison RATIO understands the additional request to design a new City Hall building altemative for comparison with the baseline renovation/rehabilitation approach described previously. The new building program will match closely with the renovation program in ttrms of square footage, building cost limitations, types of program spaces, features and design significance, however the process identified herein will assess whether the overall gross square footage needed in the new building approach may be less than what is required in the rehabilitation approach. The nex building design will not include 911 Essential Services and will be tied to only one (1) site to be selected by the Committee during the programming and site selection additional service listed below. Please note that our services for this additional design option will run concurrent and simultaneouswith the baseline option to maintain efficiency of design time and travel, in that no additional meetings or presentations will be necessitated. The adilitional and simultaneous schematic design will be developed with only minimal or diagrammatic level of planning detail and building massing to estimate probable cost and to bring a majority consensus vote within the committee — our deliverables will include interior floor plans, elevations, rendering, site plan and projected costs. Departmental Space Needs Programming. New Budding Site Selection & McNutt Plaza Master Plan RATIO and its consultants will provide space programming, site selection facilitation and master planning for McNutt Plaza as one grouping of like -services requiring up to two (2) workshops to be completed in advance of schematic design, although certain schematic design tasks will need to be authorized such as site survey work. existing building documentation and modeling, structural assessments, ME systems and cost budgeting. Programming will include review and consultation with City leadership and department directors to understand the most recent staffing and space utilization requirements, including future growth or reduction. We will provide 3D program diagrams along with a square footage matrix to summarize the basis of design. The site selection effort will facilitate the City in finalizing the review of optional sites to accommodate a new City Hall building. The process will evaluate the pros and cons in order to reduce the list of preferred sites from the current three (3) sites down to one (1). The site design effort will also investigate a long term master plan for the existing McNutt Plaza, incorporating contemporary public park imprVements to enable future programming, pedestrian access, group seating, a new water feature or fountain, a performance stage, repositioned existing inemorials, universal accessibility to all areas, improved maintenance and seasonal use, festival power requirements, personal safety, site lighting, enhanced plant material, pervious paving and irrigation systems. Also included in the study will be how the Plaza is affected or impacted given the potential location of a new City Hail on the plaza site (if chosen), or the potential closure of 5th Street as a building site if chosen as well. PROJECT SCHEDULE We are prepared to commence design services within one (1) week of receiving written authorization to proceed with the design. For purposes of this proposal and the invoicing schedule, we anticipate the following design phase durations to include four (4) weeks for programming review, site selection and McNutt Plaza master planning: six (6) weeks for both simultaneous schematic design options; nine (9) weeks fordesign development of the final option; fifteen (15) weeks for construction documents of the final option; four (4) weeks for bidol ing/negotiabon; and a ma;.inum of seventeen (17) months for construction administration to achieve substantial completion. Given one (1) week of review between each design pease, our design services will commence in October 2015 and run continuously through lune 2016. Our bidding and construction administration services will run from July 2016 and conclude in January 2018. COMPENSATION In consideration of the Project Scope, Services, Budget and Schedule, RATIO will provide these Basic Sarvices for a stipulated lump sum fee of One Million Six Hundred Twenty Two Thousand Dollars ($1,622.000.00) including the following additional services itemized below. Our team has based our services on a range of estimated work and a percentage of construction using the following equation {7.25% for new x 1.33% for renovation = 9.646%}. Service Catepw Basic Services for the Renovation/Rehabilitation Approach Add'I SO of New Building Comparison City Hall Program'g, Site Selection & Master Plan McNutt Plaza Total Lump Sum Fee (100%) Additional Services Excluded Fundamental Commissioning Audio -Visual, Security and FFE Design Topographic Surveying & Digital Scanning Environmental Surveying & Engineering USGBC LEED Management, Design and Enhanced Commissioning Civil Engineering Utility and Drainage Design Special Inspection Fees and Geothermal Test Bore Allowance Geotechnical & Subsurface Exploration 911 and Essential Services Facility Design Temporary City Hall Relocation Planning Design Services Fee $ 1,447,000 $ 110,000 65.00 $ 1.622,000 Engmeedm fees (tbd) Mr. Steve Ervin. Director of Planning Page 4 of 4 October 8, 2015 REIMBURSABLE EXPENSES Expenses attributable to your project will be Invoiced as a Reimbursable Expense at 1.10 times the item's expense. We estimate typical reimbursable expenses for items A through E will not exceed an estimate of Ninety Thousand Dollars ($90,000.00). We will only invoice for expenses incurred in the interest of the project and will provide back-up receipts with our invoicing as required. Any monies remaining within this estimate at the completion of the project will revert back to the client in full. Expenses may include: A. Drawing Reproduction/Photographic Reproduction F. Additional Renderings, Physical Models and Video Animation/Fly-through B. Copying G. Surveying/FieldMeasuringkaser Scanning and Verifications C. Supplies & Materials for Presentation H. Agency Reviews and Feasif outside of the City's perview, D. Mailing/Express Mail I. Other, approved, miscellaneous expenses in the interest of the project E. Mileage/lodging/Meals/Auto Rental/Travel ADDITIONAL SERVICES $1,000,000 each Occurrence Limit, $2.000.000 Aggregate Any additional services that you may request beyond the identified Basic Services will be invoiced at the hourly rate of the personnel assigned to the task. If an additional service is requested, we will prepare a written proposal, identifying our services and compelsation for your review and approval prior to initiating such services. Our 2015 hourly rate schedule is as follows, subject to annual adjustment: Professional Liability 1. Principal 1 $235.00 7. Senior Professional $140.00 2. Principal $210.00 8. Professional $115.00 3. Associate Principal 1 $200.00 9. Graduate Professional $100.00 4. Associate Principal 2 $175.00 10. Intern $75.00 5. Senior Associate $160.DO 11. Administrative $75.00 6. Associate $150.00 PAYMENT SCHEDULE & INSURANCE LIMITS Invoices will be monthly in proportion to services performed with payment due upon receipt. Any amounts unpaid thirty (30) days after being received will bear interest at one and one half percent 0 1/2%) per month accrued. As it relates to our standard policy coverage, we will maintain project specific insurance coverage with the following limits: General Liability $1,000,000 each Occurrence Limit, $2.000.000 Aggregate Automobile Liability $1,000,000 CSL each accident, $1,000,000 for Hired and Non -Owned Liability Worker's Compensation $500,000 each Accident, $500,000 Disease Policy Limit Professional Liability $3,000,000 per Claim, $3,000,000 Aggregate ABANDONMENT If the project is abandoned, in part or in whole, payment on account of the services performed will be made upon presentation of a final accounting of services rendered and expenses incurred since the last paid invoice to the date of such action. Please review this proposal and if all is in order and return a signed original for ourfile, at which timewe will draft an AIA agreement for execution. If you liave any questions, do not hesitate to contact me directly. Thank you for considering the RATIO team for this most exciting project. All the best, Rob Proctor, Jr, AIA, LEED AP Principal IVice President Cc: Brock Roseberry, AIA— RATIO Architects, Inc. AUTHORIZATION TO PROCEED: Authori2ed by theCity Hall Building Committee Representatives) Date City of Paducah I Commonwealth of Kentucky Agenda Action Form Paducah City Commission Meeting Date: October 13, 2015 Short Title: Administrative Services and Stop Loss Insurance with Anthem Blue Cross Blue Shield ®Ordinance ❑ Emergency ❑ MLinicipal Order ❑ Resolution❑ Motion Staff Work By: ivlissi Dotson, Stere Doolittle, Greg Carlton Presentation By: Steve Doolittle Background Information: Greg Carlton of Peel and Holland made a presentation on October 8, 2015 recommending that the city continue with Anthem Blue Cross Blue Shield for the 2016 plan year, effective January 1, 2016 as the City's Third Party Administrator (TPA) to provide claims administrative services related to the City's health insurance plan. Remaining with Anthem offers the best overall option for quality of plans, administrative services and competitive rates and factors. A summary of Anthem's administrative fees, rates and factors is attached. In addition, since January 1, 2011 the City of Paducah has purchased stop loss insurance with Anthem Blue Cross Blue Shield to protect the City's health insurance plan in the event of a catastrophic claim(s). It is recommended, for the 2016 plan year beginning on January 1, 2016, the Commission adopt an agreement with Anthem Blue Cross Blue Shield to purchase stop loss insurance which is set at a $175,000 maximum cite liability per person (individual stop loss), Anthem assumes liability for all claims in excess of this amount, and $2,738,364.60 maximum city liability of total claims combined (aggregate stop loss limit), Anthem assumes liability for all claims in excess of the aggregate total up to $1,000,000. Premium rates are $1 1 1.58 per member per montAor individual stop loss insurance and $6.48 per member per month-%` Itaggregate stop loss insurance. Goal: ❑Strong Economy ® Quality Services❑ Vital iveighhoncceds❑ Restored Domitowiis Funds Available: Account Name: Health Insurance Administrative /�l�i;�Account Number: 073-0208-512.20-01��J(D mance Staff Recommendation: Authorize the Mayor to execute ASO agreement with Anthem Blue Cross Blue Shield for administrative services and stop loss insurance. + -- f •37$ clZ5 * — q Z, L, 00? Attachments: ASO i Department Head City Clerk;�y Manager ORDINANCE NO. 2015 -10 - AN ORDINANCE ACCEPTING THE RATES FOR STOP LOSS NSURANCE COVERAGE WITH ANTHEM BLUE CROSS BLUE SHIELD FOR THE GROUP HEALTH INSURANCE PLAN FOR THE CITY OF PADUCAH, KENTUCKY FOR THE 2016 CALENDAR YEAR AND AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT FOR SAME BE IT ORDAINED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. That the City of Paducah accepts the rates offered through Anthem Blue Cross Blue Shield for Stop Loss Insurance Coverage for the group health insurance plan for the City of Paducah, Kentucky. Effective January 1, 2016 the stop loss rates are as follows: 1) Individual Stop Loss - $175,000 max'mum City liability per person with a monthly rate of $111.58 per rr:ember; and 2) Aggregate Stop Loss - $2,738,364.60 maximum City liability of total claims combined with a monthly rate of $6.48 per member. SECTION 2. The Mayor is hereby authorized to execute a contract with Anthem Blue Cross Blue Shield for coverage authorized in Section l above. SECTION 3. This expenditure will be charged to the Health Insurance Administrative Fund, account number 073-0208-542-2001. SECTION 4. This ordinance shall be read on two separate days and will become effective upon summary publication pursuant to .KRS Chapter 424. Mayor ATTEST: Tammara S. Sanderson, City Clerk Introduced by the Board of Commissioners, October 13, 2015 Adopted by the Board of Commissioners, October 27, 2015 Recorded by Tammara S. Sanderson. City Clerk, October 27, 2015 Published by the Paducah Sun, \0rd`.pers"health ins -stop loss coverage 2016 City of Paducah Group Number(s) 00210630 Effective Date 01?01!2016 - 12/31/2015 f B1ueCross B1ueShield 4etkrize3 3g•at_'e Jl —J e^ awa Jj- t, , s S:2C ` "a:e Total Number of Current Contracts 142 33 47 61 233 Administrative Rate $40.18 $42.19 5.00% Other $0.00 50.00 TOTAL FIXED COST - PEPM $40.18 $42.19 5.00% Total [12 Month Contract Period] Premium $136,451.28 $143,277.24 •o o Broker Commission Fee $0.00 S000 Total (12 Month Contract Period[ Premium $0.00 50.00 o- • Benefits Covered Medical and Drug Medical and Drug Contract Basis Paid Basis Pard Bass Specific Stop Loss Deductible - Per Member $175,000 5175,000 Specific Stop Loss Rate $92.98 $111.58 20.00% Commission %included in above Rate 0.00% 0.00% Total ]12 Month Contract Period[ Premium $315,76008 $378,925.68 a a Benefits Covered Medical and Drug Medical and Drug Contract Basis Paid Basis Pa;d Basis Aggregate Stop Loss Corridor 125% 125% Aggregate Stop Loss Rate S6.29 S648 3 00% Commission % included in above Rate 0.00% 0.00% Total [12 %lonth Contract Penodj Premium $21,360.84 $22,006.08 Expected Claims $516.06 $645.08 25 004'% Total [12 Month Contract Period] Premium $1,752,539.76 :2,190,691.08 Maximum Claims Liability $645.08 $806.35 25.00% Total (12 Month Contract Period) Maximum Claims $2,190,691.68 Q.738,364.60 pal nimum Claims Liability $613.00 $766.03 T otal [12 Month Contract Period] Minimum Claims $2,081,157.00 S2 6C1,438 00 t - o Total Fixed Costs $473,572 20 $544,209.00 14 90% Expected Claims $1.752,539.76 32.190 69168 25004,0 Total Expected Liability x2,226,111 96 52,734,900.68 2290% Total Fixed Costs $473.572.20 $944,209.00 Maximum Claims Liability $2,190,69168 52,738.364 60 Total Maximum Lail $2,664,263.88 $3,262573 60 2320% 4etkrize3 3g•at_'e Jl —J e^ awa Jj- t, , s S:2C ` "a:e ASO Standard Stop Loss Assumptions City of Paducah Effective Date: 0110112016-12131x2016 tTs BlueCross BlueShield All medical benefits administered by Anthem are inc:uded under the Specific and Aggregate Stop Loss Agreement exceot forthe follorAlirg: Claims for services and supplies considered experimental. Claims for benefits not covered by the underlying benefit olar:, which are paid by Anthem outsie the pian at City of Paducah's request Human Organ Transplant 1 Bone fatarrow Transplant (HOT/SNIT) is included under the stop loss agreement. If you are a current Anthea. ASO client with Stop Loss Coverage and renew annually with a contract base Diner than 24112, there may be potential gaps in your Stop Loss Coverage Should you wish to transition to a contract type %Wimit any potential coverage gaps, Anthem will be happy to provide a transition strategy and proposal upon request from your sales represenlat:ve ASO SPECIFIC STOP LOSS The Specific Stop _Dss coverage will be effective January 01.201&. Claims lrat are paid January 01, 2016 through Decemoer 31. 2016 are included under the Stop Loss=greement Specific Stcp Loss Soverage ',Medical and Drug The Soecif!c Stop Loss Maximum is Unlimited per agreemen' period The Specific Stop Loss Maximum and L.mit are administered on a Per Member oasis. Specific S;op Loss claims above the selected Specific Stop Loss Limit will not count towards satrsfactiDr, of Ine Aggregate Sloo Loss Limit Specific Step Loss rates are net of commissions Page . Y 2 „a'2m •�rc_r:rr�U^g S3•�e flare �,1s:c.'7 ASO Standard Stop Loss Assumptions City of Paducah Effective Date- 01/0112016. 12:31,,2016 B1ueCross BlueShield Due to the gap in experience from the end of the experience period to the effective date of this proposal I renewal. Anthem reserves the right to review updated claims information 3 months prior to the effective date and make changes ifnacessary. ASO AGGREGATE STOP LOSS The Aggregate Stop Loss coverage will be effective January 01, 2016 Claims that are paid January 01, 2016 through December 31, 2016 are included under the Stop Loss kgreement. Aggregate Stop Loss Coverage: Medical and Drug The Aggregate Stop Loss Maximum is $1,000,000 per agreement period The Active ly-at-'•,Pork provision may be waived, sub;ect to disclosure of ^!aims paid by the prior carrier Specific Stop Loss claims above the selected S;oec:fic Stop Loss Limit rill not coum towards satisfaction of the .Aggregate Stop Loss Limit Aggregate Stop Loss rates are net of commissions The offer of Aggregate Stop Loss is ccntingent upon the purchase of Specific Stoo Loss from Antnem The minimum Aggregate Stop Loss L:nut is $2.601438 annually Aud-.or,zed Sigratura Me F age 2 of 2 ao� cf* •J�0?r,�rtr9g IbSba J2ia �':"•Cl',', Anthem. ; f� (9,Anthem Insurance Companies. Inc. 120 Monument Circle Indianapolis, IN 46204 Health, Join in;' Anthem Blue Cross and Blue Shield Stop Loss Policy Application PART A - COMPANY INFORMATION Legal Company Name City of Paducah Address P O Box 2267 City Paducah Policy Effective Date Type of Coverage for which Slop Loss is sought PART B - PARTICIPATION TOTAL NUMBER OF ELIGIBLE EMPLOYEES Phone (270) 444-1333 State KY Zip Code 42002.2267 { X } Medical { X } Prescription Drug Card { } Dental { } Vision Stop Loss policies provide coverage only for the purchaser Wine policy for the purchaser's liability under a group health plan it sponsors Anthem has no liability to group participants or beneficiaries under the health care plan by virtue of any stop loss policy. Eligible employee is defined as a person who is determined !o be eligible to elect coverage under the group health plan by the Applicant under applicable provisions of its group health plan. Plan eligibility provisions. ircluning changes thereto. must be approved in advance by Anthem. For the purposes of this application, the term group heath plan means that portion of the employee welfare benefits plan of the Applicant under which Anthem or an affiliate of Antten administers health plan benefits PART C - BROKER/AGENT (if any) Name Gregory W Carlton Agency Peel & Holland Inc Address 1120 Main Street Phone (270) 527-8621 City Benton State XY Zip Code 42025 Broker/Agent Statement I hereby certify that all tha irfnrmatinn in tha Anniiraltnn c rrrrect to the best of my knowledge. and I tcnova nothing unfavorable about this group I have<l , : nd regulations and have explained ip detail the coverage to the group Agent Signature / Insurance Agent License ID# Anthem Blue Cross and Blue Shield is the trade name of Anthem insurance Companies, Ino. Independent licensee of the Blue Cross and Blue Shield Association. aAN-,HEM is a registered trademark of Anthem Insurance Companies, Inc The Blue Cross and Blue Shield names and symbols are registered marks of the Blue Cross and Blue Shield Association. SLCAKY2010 PART D - CERTIFICATION By signing below, the Applicant certifies that the Information on this form is correct to the best of its knowledge and agrees to: 1 Promptly remit the appropriate premium by the payment date In accordance with the policy issued and the administrative service agreement through which the premium may be collected; 2 Provide every eligible employee an opportunity to enroll in the group health plan when he or she becomes eligible (only eligible employees, as described above. may be enrolled); 3. Maintain enrollment in the group health plan at or above the minimum requirement of 75% of eligible employees, 4 Maintain the minimum employer contribution requirement of 50% of the employee only rate established by the group health plan, 5 Fully abide by the terms of the policy issued by Anthem pursuant hereto as though the Applicant's authorized representatives had duly executed said documents on its behalf. Further, the Applicant understands that failure to comply with the agreed-upon resporsibilitles, as listed above, will give Anthem the right to terminate the policy to accordance with its terms SIGNATURE BOX Signature of Authorized Company Official Title Date Group Administrator/ Future Correspondence Contact (please print) Title Phone Number Fax Number Email Address Anthem Blue Cross and Blue Shield is the trade name of Anthem Insurance Companies, Inc Independent licensee of the Blue Cross and Blue Shield Association yANTHcv is a registe,ed trademark of Anthem Insurance Canpanies, Inc. The Blue Cross ar.d Blue Shield names and symbols are registered marks of the Blue Cross and SILe Shield Association SLCAKY2010 Employer Status Form Anthem.OV Please complete this form to assist with compliance w;th the Medicare Secondary Payerregulations of the Centers for Medicareand Medicaid Services (CMS). You may want to check with your legal counsel to confirm the Aledicare Secondary Payer requirements. Group name Group contact City of Paducah Stege Doolittle Group identification no. Telephone no. 00210630 270-444-1333 "rhe business or organization ("Group") named above: ❑ Does NOT ❑X Does have 20 or more employees for each %vorking day in each of 20 or more calendar weeks in the current calendar year or the preceding calendar year; and ❑ Dces NOT ❑ X Does ha%e 100 or more employees on 50 percent or more of Its regular business days dura ,`_i:e pr: ceding calendar year. "Employees" include (even if they are not eligible for .Anthem group health plan benef s): • Part-time, full-time and leased employees; • Persons not \.corking but receiving payments nonnaliy subject to PICA tares, such aspersons on disability for the first :Ix months, If the Group is part of a controlled group of employers under IRC Sec. 52ka) and (b) o' an affiliated service under IRC Sec. 4 14(m), then all employees in the aggregated group of employers must be included in the court of the Group's employees. The Group agrees to notify Anthem Blue Cross and Blue Shield as soon as the statemrn: above is no longer true The Group employed (number) of such "employees" as of ((late). If this form states a change in the category f,i.e.. under 20, over 20 or over 100 employees) for the Group, then a copy of tare business or organization's latest wage and tax statement must be attached and returned with this forth• I certify that the information provided above is true to the best of my knowledge and belief. Group administrator signature Date UIS ana C+sabadl pi a.='s are J%.e ;.r.her:y A -then Lite Ir�s•rarrt't In .rd aro Avtem Bl,e gross 3r2 81,e Sh ele s a —ace torte cf An;hem -ss are Cc^. r. e_; I�r in Rza;Lcky Anther Sue Cross and 31se Srie!d is ice trade name n pPlh?r. Health P ars V iarr.cl J In:. Innoseoff'•:sscur Anther! Blue Crassard Blue Sh•el: stye ride ,are 3lRyhtCh01^ EE•luar ages C ya 1•s �RITI. �ealiar AnarceS Life Ir•s•riiree Comcany'HAM) 31: 104.0 V ssoar.lrc. RiT a. d terra r a7lialei alit r,s'er non•}y.0 .5rer•:s Jrierornitea.q i A.LIC >n, •+L6, r= sf.ts s^deror,de• o? —610 is Isco;^. hal. 3!T artl teAam a'pLa�es a',y pronde adr, n;s:•a:ive senis'or Se.'.i6'Sed d'3ns z•d ao a01 urA9M:-e cen>':;. in C-io -7,am Bye Cr)ss aro Eve 3 etc s Ing ,ode rare of Ccmm•Jn•rr !nea•arce Jompa-y n : •4sccr gin. Blre Cies 315e 3^iel2 :t•Nfso7rsr, ,'BUS111. ! urtle •Hr:a; ds adrr'.stets the =P0 and .rdenmly 5oec es, Carcgca-e Heallh setae; Insuran:e o:ra?cr i Camera e i Jn=unritas or admcire•s he .dVO to icss: 3r4 Ca rpra a ani BCB3aa caliscSvely vn:eranle or atm;r stsr'ta %SS p ne; Indsyender<l¢e-sees o: 're 9:Je Crass 3-d Bi,e Si•eb soc anon Re, '.;t : srr.en r a �e,�ster;d va,emark ire 31�e Cro;i enc 51,�e Sh eld tar.>s an; symbols 3•e rsgiitered Tx,r; cl Ire 9lce Cr.3ss 3: d BLe Sh'v-I: r,;aa:aeor. Agenda Action Form Paducah City Commission Meet]i�P- Date: October 13. 2015 Short Title: Anthem Blue Cross Blue Shield Administrative Services Ordinance ® Emergency ❑ Municipal Order ❑ Resolution ❑ Motion ❑ Staff N\'ork By: >\Missi Dotson. Steve Doolittle, Greg Carlton Presentation By: Steve Doolittle Background Information: Greg Carlton of Peet & Holland presented an merviex to the City's Insurance Committee on October 8, 2015 outlining the City's current health plan costs and 2016 predictions. Greg Carlton and City staff recommends that the May -or and Cominlsslollers execute an agreement between the City of Paducah and Anthem Blue Cross Blue Shield effective January 1. 2016 to continue as the City's Third Party Administrator (TPA) to provide claims administrative services related to the City's health insurance plan. Remaining with Anthem offers the best overall option for quality of plans, administrative services, and competitive rates and factors, This agreement reflects the City's action to keep the City's health insurance plan TPA as Anthem Blue Cross Blue Shield effective January 1, 2016. A summary of Anthem's administrative fees, rates and factors is attached. Administrative rate paid to Anthem is S42* per member; per month. Goal:❑ Strong Economy© Quality Services❑ Vital Neighborhoods❑ Restored Dowril \ns Funds Available: Account Name: Health Insurance Fun\ 16 Je Account Number: 073-0208-542.20-01 �_,_�\ Ii, an Staff Recommendation: Authorize the Mayor to execute an agreei en nt between the Cite of Paducah and Anthem Blue Cross Blue Shield to provide administrative services related to the City's health insurance plan effective for the plan year beginning January 1, 2016. Attachments: Anthem Blue Cross Blue Shield Administrative Services Proposal. Department Head City Clerk C y '\Manager ORDINANCE NO. 2015 -10 - AN ORDINANCE AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT BETWEEN THE CITY OF PADUCAH AND ANTHEM BLUE CROSS BLUE SHIELD BE IT ORDAfNTED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. The Mayor is hereby authorized to execute an Agreement between the City of Paducah and Anthem Blue Cross Blue Shield as the City's Third Party Administrator to provide claims administrative services related to the City's health insurance plan. The effective date of this Agreement is January 1. 2016 and ending December 31. 2016. SECTION 2. Funding for this service will come from the City's Health Insurance Fund. SECTION 3. This ordinance shall be read on t,A.o separate days and will become effective upon summary publication pursuant to KRS Chapter 424. Mayor ATTEST: Tammara S.Sanderson. City Clerk Introduced by the Board of Commissioners. October 13, 2015 Adopted by the Board of Commissioners. October 27, 2015 Recorded by Tammara S. Sanderson, City Clerk, October 27, 2015 Published by The Paducah Sun. .ord`.pers\blue cross blue shield 2016 Renewa4 - Medical & Rx Plan — Anthem • City of Paducah offers a dual plan option ■ Health Plans are considered "Grandfathered" plans ■ Renewal is being offered on a Paid basis ■ Current Stop Loss Deductible is $175,000 Rates and Factors below are based on the current Health Plans Transitional Reinsurance Fees and PCORI fees are not included in this Proposal. Proprietai7- & Confidential Client Information W WW PEE LH 0 LL AN t7 , C 0 NI Total Number of Current Contracts 283 ANTHEM ADMINISTRATIVE RATES Current Renewal - No Laser Admirtistralive Rate $40.18 $42.19 5.00% Total [12 Month Contract Period] Premium $136,451.28 $143,277.24 •• LOS Specific Stop Loss Deductible - Per Member $175,000 $175,000 Specific Stop Loss Rate 592.98 $111.58 20.00% Total [12 Month Contact Period] Premium $315,760.08 $378,925.68 AGGREGATE O• LOSS Aggregate Stop Loss Corridor 125% 125% Aggregate Stop Loss Rate $6.29 $6.48 3.00% Total [12 Month Contact Period] Premium $21,360.84 $22,006.08 ; EXPECTED CLAIMS LIABILITY Current Renewal Expected Claims $516.06 $645.08 25.00% Total (12 Month Contract Period] Premium MAXIMUM CLAIMS LIABILITY $1,752,539.76 Current $2,190,691.68 Renewal Maximum Claims Liability $645.08 $806.35 25.00% Total [12 Month Contract Period] Maximum Claims $2,190,691.68 $2,738,364.60 Minimum Claims Liability $613.00 $766.03 Total 112 Month Contract Period] Minimum Claims $2,081,157.00 $2,601,438.00 OVERALL COSTS Total Fixed Costs $473,572.20 $544,209.00 14.90% Expected Claims $1,752,539.76 $2,190,691.68 25.00% Total Expected Liability $2,226,111.96 52,734,900.68 22.90% Total Fixed Costs S473,572.20 $544,209.00 Maximum Claims Liability $2,190,691.68 $2,738,364.60 Total Maximum Laibility $2,664,263.88 $3,282,573.60 23.20% Transitional Reinsurance Fees and PCORI fees are not included in this Proposal. Proprietai7- & Confidential Client Information W WW PEE LH 0 LL AN t7 , C 0 NI O � Q \ ; ��k ) ( � \fV&; - - }\\))�} } -� E{f;■\\\k\{�}\; /}\ /}\k))a\\/ \ ; ��k \ \fV&; - - }\\))�} } -� ASO Standard Pricing Assumptions City of Paducah Effective Date: 01101!2016 -12i31,12016 a I BlueCross BlueSlMd �. The services; rates and fees within this proposal assume an effective date a January 01 2016 througf December 31. 2016 Anthem Health Pians of Kentucky, Inc reserves the right to revise this proposal under any of the following circumstances. ( 1) a change to the Pian benefits miiiated oy Employer that results in a substantial change in the services to be provided by Anthem Health Plans of Kentucky Inc. (2) a change in ownershio. (3) a change in the total number of Sunscr.bers resulting in a +i- 10% of the number of Subscribers erro:Ied for coverage on the dare of the Administrative Services wee was last modified, (4) a change in Employer Contrioution, (5) a change in nature of Employer's bus ness resuiting in a change in its designated Standard Industria Classification code {6) a change in applicable taw that results in an increase in the cost or amount of administrative services from those current y being provided by Anthem Health Pians of Kentucky, Inc. The cost for our standard reporting package is included in ine proposed ASC fee felon -standard reports may be subject to an additional fee depend -ng on the complexity and frequency requested. 17) if material errors or omissions are found after the quote is issued. we reserve the right to revise the quote in any manner or rescind ine quote even if you are unaware of the material error or omission Additionally we reserve the right to rescind the proposal in its entirety based or; our review of all the information submitted during the proposal process Electronic eligibility or tape feecs must be in a format compatible with our systems Anthem Health Plans of Kentucky, Irc.'s proposal assumes claims incurred prior to the effective date are not included unless specifically noted. In the unlikely event the ASC arrangement is terminated by City of Paducah during the implementatior piase, the costs incurrea by Anthem Health Plans of Kentucky, Inc. in setting up and installing the group will be the responsibility of City of Paducah r,rrer, _raervv;tngissue Date Cig:, rGsS Paae 1 ,'4 ASO Standard Pricing Assumptions City of Paducah Effective Date, 01'01!2016. 12!31!2016 This propose! assumes that Anthem Health Plans of Ken!ucky, Inc. vril1 be the only carrier offered BhLeCross BlueShield Quoted rates are subject to review of audited financial statements and Dunn & Bradstreet reports prior tofinai sale. City of Paducah must sign the adm!m strative services agreement prior to the effective date or agree to aoide by Anthem Health Pians of Kentucky, inc: 's standard administrative practices until the administrative services agreement is signed If City of Paducah does not agree to this provision claims processing could be delayed untr an agreement is signed. If City of Paducah is delinquent in payment for the weekly claims billing, Anthem Health Plans of Kentucky Inc. will not process further claims unti! the account it brought current Assessments include charges for the Vaccine Program High Risk Assessment and VT Health IT Reinvestment Fund Non -grandfathered plans will include Preventive Care as defined by regulation without cost sharing on in -Network services. Anthem Health Plans of Kentucky, Inc shall retain the difference if any. bebveer the invoiced an-iouni to City of Paducah and the amount paid to the pharmacy benefit manager for prescription drugs dispensed to members as aportion of Anthem Health Pians of Kentucky, 19c 's reasoneb•.e compensation for services provided to City of Paducah ASO fees and slop loss premiums will oe invoiced on the first full week of the month and due within three business days. Claims are billed week'y This proposal expires 60 days from :he date of release of this proposa! or on the effective date whichever is sooner. The fees assume 283 Subscribers. If the actual number of Subscribers differs by +'-10%, Anthea, reserves the right to revise the fees. A change in the contract period will require a recalculation of fees Anthem Blue Cross and Blue Shield assumes that participation for City of Paducah is within our guidelines. The minimum acceptable participation is the greater of (a) 50% of total eligible full-time employees or (b) 75% of net eligible full-time employees. Net eligible is total eligible less any spousal *aivers. Antrerm Genre,-;Urc issu-e C'ale %:`l%.s5 Pao& 2 or 4 ASO Standard Pricing Assumptions City of Paducah Effective Date 01!01/2016.12'31;2016 BlueCross BlueShield t�,. An eligible employee is defined as an active, permanent employee who works for pay or profit at least X hours per week, 50 weeks per year as of the effective date and who completes the group imposed waitino period Anthem Health Plans of Kentucky, Inc. requires that City of Paducah cortributes a minimum of 50% of th; employee premium for 0 active and retired employees enrolled in the group health plan Biue Cara Fees will be billed to the group Ou, preposai for ASO excludes commission (commission would be disclosed here if applicable) Section 1341 of the Afforaable Care Act (ACA or Health Care Relorm Law) provides that a transitional ,einsufance program be established in each state to help stabilize oremiums'or coverage in the individual market du6no the years 2014 throt,gh.2016 ACA Reinsurance Fees in 2014 are estimated to be $5 25 per participant per month This quote or renewal DOES NOT include the HCA Reinsurance Fees. since it is assumed (hat the employer will remit payment to HHS directly At this time, it is not known if additional guidance and clar,fication from the U S. Department of Health ant Human Resources will require adoitional changes tc benefits and rates If so we will communicate revised benefit and rave information as soon as it is mailable. Anker' Jrd_rtntrp I<;Le Date G4t:52a, Pa3e 3 o't ASO Standard Pricing Assumptions City of Paducah Effective Date 01!01;2016 -'.e'3112016 Bhie.Cross Blue5hield a The bereflts reflected in this quotation may have been adjusted to comply with changes required by the 1100rdable Care Act beginning ;'12014 NOTE For new business groups only, Anthem Underwriting requires 8 months of Anthem data for the 10 year renewal. Authorized Signalu"e Cate Frage 4 Cif 4 Antre^' una? ::nt ac IS -E Cale 'A Agenda Action Form Paducah City Commission Meeting Date: October 13, 2015 Short Title: Strategic Health Risk Advisor and Strategic Benefit Placement Services Renewal with Peel and Holland. ®Ordinance ❑ Emergency ❑ Municipal Order ❑ Resolution ❑ Motion Staff Work By: Missi Dotson, Steve Doolittle Presentation By: Steve Doolittle Backgl•ound Information: The City has utilized the Health Risk Advisor services of Greg Carlton through Peel & Holland since July 1999 pertaining to issues regarding the administration, renewal, claim resolution, cost containment and bidding process of the City's health insurance plan. During this time the City has received exceptional service from Mr. Carlton. The City will pay Peel and Holland $76,900 for the 2016 years' service. This fee is payable in four equal installments of 519,225 to be billed quarterly. The total includes a $70,000 advisor fee, which shows an increase for the first time in four years, and includes the use of data analytics via Acclaim Health Analytics and NavMD Design 180 with customized reporting and care management integration, that provides data analytics that are critical to the success of the Edumedics laver of Health Coaching that was added in 201 4. In addition, there is use of Compliance Dashboard which is needed to stay in line with the changing laws related to ACA and other employer repotting of health information. There will be an additional fee of $200 per hour subject to a minimum retainer of $5,000 for services requested by the City or the City's legal counsel forissues that arise in connection with employer and employee bargaining, legal matters, disputes, or other similar issues. The services provided by Greg Carlton will continue effective January 1, 2016. Goal: ❑Strong Economy ® Quality Seri ices❑ Vital Neighborhoods[] Restored Dowiitowns Funds Available: Account Name: Insurance Claims Account dumber: 07302085=122307 Finan e Staff Recommendation: Authorize the Mayor to execute a contract E n the City of Paducah and Peel & Holland pertaining to the administration of the City's health insurance. Attachments: Strategic Health Risk Advisor and Strategic Benefit Placement Services Renewal Agreement Department Head City Clerk sty Manager ORDINANCE NO. 2016 -10 - AN ORDNANCE AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT FOR A STRATEGIC HEALTH RISK ADVISOR & STRATEGIC BENEFIT PLACEMENT SERVICES WITH PEEL & HOLLAND FINANCIAL. GROUP FOR ADMINISTRATION OF THE CITY OF PADUCAWS HEALTH INSURANCE BE IT ORDAINED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. The City of Paducah hereby authorizes the Mayor to execute of a contract for a Strategic Health Risk Advisor and Strategic Benefit Placement Services with Peel & Holland Financial Group, in the amountof$76,900.00, payable in four equal installments of $19,225 each, for administration services pertaining to the administration of the City of Paducah's health insurance. An additional fee of $200 per hour, subject to a minimum retainer of $5,000.00, will be charged for services requested by the City or the City's legal counsel for issues that arise in connection with employer and employee bargaining, legal matters, disputes or other similar issues. This contract is for the 2016 calendar year. SECTION 2. This expenditure shall be charged to the Insurance Claims account -07302085422307. SECTION 3. This ordinance shall be read on t-.vo separate days and % iil become effective upon summary publication pursuant to KRS Chapter 424. lklayor ATT EST: Tammara S. Sanderson, City Clerk Introduced by the Board of Commissioners, October 13, 2015 Adopted by the Board of Commissioners, October 27, 2015 Recorded by Tammara S. Sanderson, City Clerk, October 27, 2015 Published by The Paducah Sun, ,ord pers`contract-Greg Carlton 2016 Anthem...0 V ANTHEM BLUE CROSS & BLUE SHIELD SINGLE CASE AGREEMENT ADDENDUNNI TO BROKER AGREEMENT This Addendum ('Addendum") dated September 15, 2015, is agreed to by and between Anthem Blue Cross and Blue Shield ("Anthem") and Greg Carlton - Peet & Holland ("Broker"). This Addendum shall be effective as of fanuary 01, 201E aad supercedes and replaces any prior Addendum, Single Case Agreement, or other agreements regarding the compensatiop. hetvireen the panies with respect to the Group provided in Section 3 below. Section is Effect of Addendum 1. l This Addendum constitutes an amendment and supplement to the Broker Agreement between Anil = and Broker in effect as of the date hereof (the''Broker Agreennent") in accordance the terms thereof, and supercedes and replaces the Commission portion of [he Compensation Schedules attached to the Broker Agreement. 1.2 Except as expressly set forth herein, the Broker Agreement shall continue in full force and effect in accordance with its original terms, which teens shall also apply herein. Section 2: Terrn and Termination 2.1 This Addendurn shall automatically renew- annually, unless earlier terminated as provided herein. 2.2 Either party ma} tetnutiate this Addendum with ar least thirty- (30) days advance wrinen notice to the other parry without cause ("Ternimation without Cause"') 2.3 Anthem may tertninme this Addendum effective upon mailing of written notice to Broker in the even: of any breach of the terns hereof by Broker. or for any of the reasons set Corth in the Broker Agreement, or any other provision thrreoflaroviding for termination for cause. 2.4 -flits Addendum shall tenninate automatically and without notice in the event that the Broker Agreerner;t is terminated pursuant CO its [ernes Section 3: Group Information 3.1 Group Varve: C.ifyofPaducah Group ID: ?0o.,)0 3 2 Group- New Renewal 0 Renewal Date: January Ol, 2016 Asso:iauon Varve: 3.3 Group Location (i\, KY. \40. OH. Wl)s KY Current Heatth Contracts: _ 293 3.4 Broker to be Paid Gree Carlton - Peel & Holland Centmission Split: I W Broker Tax ID: Broker Code: 3.5 Brokcr to be Paid Coninttssion Spla Broker Tax ID: Broker Code: Arl.e 7leafin;..:s 9'•_: �r •.� . r_ .�_. ,rr.: a-:•: . + •ng + ��u:s. i'.,r.:m'P>AirCtnTfSati. :n, ��(:r'_.1. i'•::: •. :el��.a'li 'l l:-rn.:1.; .1. Page I o,`2 Anthem= 0 a Section 4: Commission Please complere option 1, 2, or 3 below. (Complete Option I if Per Capita Rate varies by Lines of Business. Please complete all Line of Basin. ss Fields and use \t -A if Line of Business does not apply.) I ). Per Capita Conunission Rate Per Subscriber Per Month (PSPM): Health; Dental; Vision; 21). Per Capita Commission Rare for Administrative Semce Only (ASO) Group (PSP�'vi): Dental. Vision; Health S 50,00 + Stop Loss % S0.00 PSPivt = SD.DO Total Health PSP,%1 3). Flat Commission Rate for ASO Group of Per Month. Note: If a Commission split is indicated in Section 3 of this Addendum, then the rate(s) indicated u1 Section 4 will be split accordingly. Section 5: Acceptance of Addendum Anthem may modify or amend this Addendum upon thirty (30) days' written notice to Broker. By executing this Addendum below, the Broker attests that all compensation requested by this Addlenduna has been fully disclosed by the the Broker to The Group. Further, by executing this Addendum, the parties agree to The to BY: BY: (Sigrarie, Ar.,heln Sales Represertaii •e) Jamie atnnnons (?rtrted Name- Anthem Sales Repiesertauxt) (Date) BY. tSignagxe. Anthem Regiora, % cc ?resident or Rmonal Sates Director) Moriah Ogilvie tptxted Name Anthem Reg;o,r..ai V,cc President or Reetonal Snlec D.rector) M (Si;naanr DPOKE3 1) Gregory 1!'. Carlton (Primed Nam.: B10KER 1; 9; 23.10: 5 ( Date) BY: ,Signanire- 1,1RORER 2) (Primed faire: RUKER 2) (Date) City of Paducah. tarough its iuilionzed representative hereby ccrUftes that Greg Cat Ito n - Peel & Holland is authorized to re -me co irtusson as described in Section 4 above. BY: rSEgnasr_ Actf:cm i;adencrurg) Barnett, Mike (Printed Name- Anih:re i ndetu:it.re) (Date) •Ri.r BY: (Slgr-ature. Group Reoresertariv=j (Printed Mire. Group Representaur:e) (Date. ,rr..ra3•_et-.-:.,r.19-+5`.•ele .:.r: •: aLe:::ne kr'he ^a.: a.ri r r.i,:_ Page 2 of 2 n _nj CD:-- ry n, , r_.•_:.r.�„ ,YRe7�rf:e"-.na3s 31,,a �rcaz rid 3h= is •.': ;°; :air Agenda Action Form Paducah City Commission Meeting Date: October 13, 201 Short Title: Authorize Contract with MAC Construction & Excavating, Inc., for Construction of the Riverfront Redevelopment Pr ect Phase 1-B ®Ordinance ❑ Emergency ❑ Municipal Order ❑ Resolution ❑ Motion Staff Work By: Angela Weeks, EPW Proj Mgr Presentation By: Rick Murphy, P.E., City Engineer -Public Works Director Background Information: On September 17, 2013, the City of Paducah Board of Commissioners referred to the Paducah Riverfront Development Authority (PRDA) reviewof the elements of the Riverfront Redevelopment Project Phase 1-B for recommendations to the Board for revisions that can be made to the Project. On April 1, 2014, the Paducah Riverfront Development Authority (PRDA) recommended to the City of Paducah Board of Cornrnissioners revisions could be made to the Riverfront plans and specifications in order to reduce the overall cost of the proposed Riverfront Phase 1-B Project. Upon reviewing the recommendations, the Board of Commissioners agreed with PRDA's recommended revisions to the Project. Therefore, the services of Bacon, Farmer, Workman Engineering & Testing, Inc. (BFW) were obtained to revise the plans and specifications to comply with the revisions recommended by PRDA and agreed upon by the Board of Commissioners (with the exception of including the sanitary wastewater system as required by the BIG grant). When the plans and specifications were finalized by BFW, review and approvals were obtained by the Kentucky Transportation Cabinet Office of Local Programs and the Kentucky Deparhnetnt of Fish & Wildlife Resources. On Wednesday, June 3, 2015 the City of Paducah received ati4 opened sealed written bids for the Phase 1-B Project. Two bids were received from resr-nsive and responsible bidders. Upon evaluation, the two bids received were found to be in excess of the proposed construction cost and funding allocated at the time. Therefore, the bids were rejected. It was genuinely anticipated that rebidding the Project would result in lower bid prices. On September 9, 2015, sealed written bids were opened and read aloud for the re -bid of the Riverfront Redevelopment Project Phase I -B. Two responsive bids were received for this Project, with MAC Construction & Excavating, Inc.; submitting the lowest responsive bid of $8,353,888.00 for the fitli Project. The Bid also contained three alternate deductions as follows: Bid - Alternates Total Bid - Full Riverfront Phase 1-6 Project Deductive Alternative #1 - Reduce Transient Dock by 60' Deductive Alternative #2 - Delete Center Rail on Transient Dock Deductive Alternative #3 - Remove Wave Attenuator Bid $8,353,888.00 -$240,777.58 -$24,198.30 -$157,203.20 Amount $8,353,888.00 $8,113,110.42 $8,088,912.12 $7,931,708.92 Agenda Action Fomn Page 2 On October 6, 2015, a presentation was made before the Board of Commissioners outlining four main options and project costs in order to discuss moving forward on the Phase l -B Project. At this meeting, the Board of Commissioners was informed that the PRDA unanimously approved a motion to request the Board to move forward with the Riverfront Redevelopment Project Phase 1-B as proposed and as bid. Discussion took place around the four options, the four deductive alternatives, and means of finding. 1n accordance with the specifications, the bids received on September 9, 2015, can be held bN' the City for 60 days. This would make the bids valid through November 8th. Therefore, prior to expiration of the bids received, the Board of Commissioners may consider accepting the Bid received by MAC Construction prior to the expiration date in the amount of $8,353,888.00 and utilize the first Deductive Alternative of -$240,777.58, which would then bring the total revised bid amount to $8,113,110.42. This Project can be funded by the following grants and allocations: FHWA Funds $3,920,000.00 BIG Grant $910,000.00 City Match $320,000,00 Additional City Funds $2,963,110.42 Total $8,113,110.42 Goal: ®Strong Economy ®Quality Services []Vital Neighbarhoods ®Restored Downtowns Funds Available: FHWA Grant Portion: Account Name: 040-3315-532-2307 Account Number: DT0020 BIG Grant + City Match Portion: Account Name: 040-3315-532-2307 Account Number: DT0026 Additional City Funds: Staff Recommendation: Finance To receive and file the bids and adopt an Ordinance accepting the Bid received by MAC Construction utilizing the first Deductive Alternative in the amount of $8,113,110.42 for construction of the Riverfront Redevelopment Project Phase t -B Project. Attachments: Bids and Bid Tab, Ad, Proposed Contract in ADepa ;PC�1tnyMana,',,— met t He City Clerk 7 0050 AGREEMENT Page 1 012 CITY OF PADUCAH, KENTUCKY ENGINEERING -PUBLIC WORKS DEPARTMENT Riverfront Redevelopment Project Phase 1-B Gangway, Transient Dock and Land Mass AGREEMENT THIS AGREEMENT, made this day of , 2015 by and between the CITY OF PADUCAH, hereinafter called the OWNER, and MAC CONSTRUCTION & EXCAVATING, INC., hereinafter called the CONTRACTOR, for the consideration hereinafter named, agree as follows: ARTICLE 1. SCOPE OF WORK The Contractor agrees to fumish all the necessary labor, materials, equipment, tools and services necessary for the construction of the Riverfront Redevelopment Project Phase 1-B Gangway, Transient Dock and Land Mass. All Work shall be in accordance with this Agreement, the Plans, Specifications and any Addendum(s) issued. Throughout the performance of this Contract, the Engineering -Public Works Department of the City of Paducah shall, in all respects, be acting as both Engineer and 2gent for the Owner, City of Paducah. All work done by the Contractor shall be completed under the general supervision of the Engineer, ARTICLE 2. TIME FOR COMPLETION AND LIQUIDATED DAMAGES The Contractor hereby agrees to commence work under this contract on or before a date to be specified in the Notice to Proceed and to fully complete the project within Two Hundred and Forty (240) consecutive calendar days thereafter. Failure of the Contractor to complete the work in the time specified above plus any extensions allowed in accordance with the General Conditions shall result in the assessment of liquidated damages for the delay (not as a penalty). Liquidated damages shall be in the amount of Five Hundred Dollars ($500.00) for each consecutive calendar day for failure to meet the final completion date and the total amount shall be withheld from the final payment as provided in accordance with the Specifications. ARTICLE 3, THE CONTRACT SUM The Owner agrees to pay the Contractor for the performance of the Contract, subject to additions and deductions provided therein; utilizing the first Deductive Alternative of -$240,777.58, the total revised bid would equate to: Eight Million One Hundred Thirteen Thousand One Hundred Ten Dollars and 42 Cents ($8,113,110.42) as quoted in the Bid Proposal by the Contractor dated September 9, 2015, which shall constitute full compensation for the work and services authorized herein. ARTICLE 4. PROGRESS PAYMENTS Payments for Work Completed will be made in accordance will the Specifications. ARTICLE 5. ACCEPTANCE AND FINAL PAYMENT Final payment shall be due sixty, (60) days after substantial completion of the work, provided the work will then be fully completed and the Contract fully performed in accordance with the specifications. 00500 AGREEMENT Page 2 of 2 ARTICLE 6. GOVERNING LAW This Agreement shall be governed by and construed in accordance with the laws of the Commonwealth of Kentucky, both as to interpretation and performance, as it is made and entered into in the Commonwealth of Kentucky. Venue for any legal action brought to enforce any provision of this Agreement or based upon or arising out of this Agreement shall exclusively be in the state courts of McCracken County, Kentucky, and the parties hereto irrevocably agree to submit to the personal jurisdiction of any such court. ARTICLE 7. THE CONTRACT DOCUMENTS The Plans, Specifications and any addendum that may have been issued are fully a part of this Contract as if thereto attached or herein repeated. IN WITNESS WHEREOF: The parties hereto have executed this Agreement, the day and year first above written. MAC CONSTRUCTION & EXCAVATING, INC. CITY OF PADUCAH, KENTUCKY BY _ TITLE ADDRESS: 1908 Unruh Court New Albany, Indiana 47150 BY Gayle Kaler-, Mayor ADDRESS: Post Office Box 2267 Paducah, Kentucky 42002-2267