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HomeMy WebLinkAbout12-17-15 Agenda PacketROLL CALL INVOCATION PLEDGE OF ALLEGIANCE CALLED CITY COMMISSION MEETING AGENDA FOR DECEMBER 17, 2015 5:30 P.M. CITY HALL COMMISSION CHAMBERS 300 SOUTH FIFTH STREET I. MOTION A. R & F Called Meeting Notice II. RESOLUTION A. Notification to McCracken County fiscal Court of Non -renewal of Current Interlocal Agreement for E-911 Services III. ORDINANCES — ADOPTION A. Accept Contract for the Paducah Pavilion Relocation Project — R. MURPHY B. Adopt Revised Budget for FY201 S — J. PERKINS IV. EXECUTIVE SESSION Agenda Action Form Paducah City Commission Meeting Date: December 17, 2015 Short Title: NOTIFICATION TO McCRACKEN COUNTY FISCAL COURT OF NON -RENEWAL OF CURRENT INTERLOCAL AGREEMENT FOR E-911 SERVICES ❑Ordinance ❑ Emergency ❑ Municipal Order ® Resolution ❑ Motion Staff Work By: Stacey Blankenship, Attorney at Law Presentation By: Jeff Pederson Background Information: An analysis of the 911 operation in 2014 resulted in the identification of numerous actionable items aimed at correcting operational deficiencies and insuring the effective and sustainable operation of the service into the future. At present, the 911 Board has identified a consultant to conduct a process for replacement of vital communications infrastructure. The 911 Board is looking to the City Commission and the Fiscal Court for funding to hire this consultant. The City Commission, on December 1, 2015, committed to fund one-half of the cost of the consultant. To date, McCracken County has not taken action on the consultant funding pending the outcome of its consideration of leaving the 91 1 operation and receiving services from Kentucky State Police. Goal: ❑Strong Economy ® Quality Services❑ Vital Neighborhoods❑ Restored Downtowiis Staff Recommendation: Due to the risk associated with continued usage of the aforementioned communications infrastructure, it is recommended that the City assume responsibility for the full cost of the consultant engagement in order that the procurement process can proceed without delay. This Resolution also notifies McCracken County of the City's intent to not renew the current 911 Interlocal Agreement while retaining the desire to continue joint 911 operations under a new agreement. Attachments: Resolution Deparrtment Head City Clerk City Manager RESOLUTION A RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE CITY OF PADUCAH, KENTUCKY, DIRECTING THE NiAYOR TO NOTIFY McCRACKEN COUNTY THAT THE CITY DOES'NOT INTEND TO RENEW THE CURRENT INTERLOCAL COOPERATION AGREEMENT ESTABLISHING AND GOVERNING PADUCAH-McCRACKEN COUNTY E-911 WHEREAS, the Paducah -McCracken County E-911 system infrastructure is one of the most important and critical aspects of providing and delivering public safety to citizens of Paducah and McCracken County: and WHEREAS, significant operational problems were identified in 2013 which have and will continue to impede efficient operation of the 911 system; and WHEREAS, as a result of those identified problems, in 2014, the Paducah -McCracken County Emergency Communications Board (hereinafter "Board"), consisting of State, City and County officials, initiated a review of all 2013 operations resulting in actionable items to be addressed; and WHEREAS, the actionable items identified by the Board included: (1) seeking alternative funding, (2) making facility modifications, (3) restructuring staff, (4) abolishing the assistant director position, (5) creating a capital plan, (6) researching the feasibility of becoming a city or county department, (7) restructuring board size and governance, and (8) merging Mercy dispatch into the 911 operation; and WHEREAS, despite those actionable items being identified, only two items have been addressed by the Board, neither of which have received Board support for implementation; and WHEREAS, the City of Paducah and McCracken County requested a proposal from the Kentucky State Police for outsourcing 911 dispatch operations in an effort to address those actionable items and increase efficiency and decrease costs; and WHEREAS, after careful review and consideration of the Kentucky State Police proposal, the City determined that the proposal would not increase efficiency or decrease costs as had been hoped; and WHEREAS, in March 2015, the City passed a Resolution to continue to provide 911 services to its citizens and not outsource 911 dispatch operations; and WHEREAS, to date, McCracken County continues to pursue the idea of outsourcing dispatch operations and has not indicated a set timetable for its final decision on the Kentucky State Police proposal; and WHEREAS, in the meantime, the current 911 system infrastructure of radio; telephony, and CAD are beyond their functional life and in dire need of replacement before a catastrophic breakdown occurs; and WHEREAS, there is no capital plan in existence for replacement of the critical infrastructure with the exception of the radio which is a city asset and is covered under a city capital replacement and expenditure which was established in 1992; and WHEREAS, in 2015, the Board commissioned a Request for Qualifications/ Request for Proposals for a Public Safety/Wireless Communications Consultant to plan, design and provide implementation assistance of a Public Safety Radio /Wireless Communication System, 911 Telephony Sys;ern, and Computer Aided Dispatch System; and WHEREAS, all proposals were received and evaluated by the Board which, pursuant to a unanimous vote by the State, City, and County members of the Board, recommended that Federal Engineering, Inc. be commissioned to perform the proposed work in the amount of $252,172.00 to be paid for by the City and County equally; and WHEREAS, the City has adopted an ordinance authorizing the expenditure of one-half of Federal Engineering. Inc.'s fee, as requested by unanimous vote of the Board: and WHEREAS, the County has indicated that it does not plan to consider whether it will authorize the expenditure of its half of the fee until a decision has been made concerning the Kentucky State Police proposal, for which there is no certain timetable; and WHEREAS, it is in the best interest of the citizens of the City of Paducah to initiate a capital replacement of the 911 operation infrastructure and continue with plans for the future of 911, neither of which can occur \a�hile McCracken County is considering a withdrawal from the agency; and WHEREAS, the Interlocal Cooperation Agreement between the City of Paducah and McCracken County provides that either party may terminate the Agreement upon six -months' notice to the other party before the expiration of the term which ends on June 30`t' of each year. NOW; THEREFORE, BE IT RESOLVED 13Y THE CITY OF PADUCAH, KENTUCKY: SECTION 1. Although the Board of Commissioners for the City of Paducah is of the opinion that the community is better served by a joint 911 operation between the City of Paducah and McCracken County, due to the current unknown status of 911's governance/ operation and the antiquated nature of911's infrastructure, which is 2 a potential threat to public safety, the Mayor is hereby directed and authorized to notify McCracken County in writing on or before December 30, 2015 that the City does not intend to renew the current 911 Interlocal Cooperation Agreement on June 30, 2016. SECTION 2. The Mayor is further authorized to inform McCracken County that if the County notifies the City in writing on or before March 1, 2016 of its intent to continue a relationship with the City for purposes of providing 911 services to the citizens of Paducah and McCracken County, the City will be amenable to engaging in discussions with McCracken County concerning that potential relationship. SECTION 3. In the meantime, the City of Paducah will authorize the Mayor, via ordinance, to execute a contract with Federal Engineering, Inc. for consulting services to plan, design, and provide implementation assistance of a Public Safety/Wireless Communication System, 911 Telephony System, and Computer Aided Dispatch System, with the City funding the entirety of the contract. SECTION 4. If McCracken County does not notify the City of Paducah on or before March 1, 2016 of its desire to continue to continue a relationship with the City for purposes of providing 911 services, City staff is directed to begin the process of developing an internal 911 Department for 911 operations to ensure that the emergency needs of the City's citizens are not interrupted and to further explore and develop a proposal which would offer other agencies, including McCracken County, 911 services through this newly -developed department. SECTION 5. This resolution shall be in full force and effect from and after its adoption. Mayor AT'T'EST: Tammara S. Sanderson, City Clerk Adopted by the Hoard of Commissioners, December 17, 2015 Recorded by Tammara S. Sanderson, City Clerk, December 17, 2015 194295 Agenda Action Form Paducah City Commission Mzeling Date: December 15, 2015 Short Title: Authorize a Contract with A&K Construction, Inc., for the Dome Relocation Project ®Ordinance ❑ Emergency ❑ Municipal Order ❑ Resolution ❑ Motion Staff work By: Angela Weeks, EPW Proj Mgr Presentation By: Baccus Oliver, P,E,, Marcum Engineering Rick Murphy, P.E., City Engineer -Public R'orks Director Background Information: On Thursday, December 10, 2015, sealed bids were opened and read aloud for the Dome Relocation Project. Three responsive and responsible bids «ere received, with A&K Construction, Inc.; submitting the loNvest responsive bid in the amount of 5878,153.00. Due to the time constraints, Addendum #2 of the Project Documents issued a Substantial Completion date by March 25, 2016. In order to encourage the Contractor to reach the given Substantial Completion day, additional payment incentives were established as follows: • 1f the Contractor is substantially complete on or before March 24, 2016 thru March 18, 2016, additional payment shall be awarded from Owner to Contractor in the amount of $1,500 per improved calendar day; for an amount not to exceed S10,500. • If the Contractor is substantially complete on or before March 17, 2016 thru ;\-larch 12, 2016, additional payment shall be awarded from Owner to Contractor in the amount of $4,000 per improved calendar day; for an additional amount not to exceed $24,000. Therefore, the total additional amount the Contractor may be awarded for Substantial Completion on or before N, ,Iarch 24, 2016 equates to an amount not to exceed S34,500. However, if the Contractor does not reach the given Substantial Completion day, the following liquidated damages will be given: • If the Contractor is not Substantially Complete on or after March 26, 2016 thru April 1, 2016, the Contractor shall pay Liquidated Damages at S1,500 per calendar day. • If the Contractor is not Substantially Complete on or after March 26, 2016 thru April 1, 2016, the Contractor shall pay Liquidated Damages at S4,000 per calendar day. After review of the bids received, it is recommended that the bid proposal of A&K Construction, Inc, be accepted in the amount of $878,153.00 for this Project. Additionally, should the Contractor reach substantial completion prior to March 25, 2016, the Contractor may receive as much as 534,500 incentive pay for early completion. Therefore, the total amount set forth for authorization to pay the Contractor would an amount to $912,653.00. The recommended contract amount is below the engineer's estimate. Agenda Action Form Page 2 Goal: ❑Strong Economy ®Quality Services ❑Vital Neighborhoods ZRestored Downtowns Funds Available: Account Name: 040-8827-536-2307 =Finane Account Number: DT0041 Staff Recommendation: To recei%,,e and file the bids and adopt an Ordinance authorizing the Mayor to execute a contract with A&K Construction, Inc., in the amount of S878,153.0 0 for the Dome Relocation Project: and to authorize additional incentive payments in an amount not to exceed 534,500, yielding a total contract authorization amount of 5912,653,00. Attachments: Bids, Bid Tab, Advertisement Agenda Action Form Paducah City Commission Meeting Date: December 15, 2015 Short Title: Final Revised 2014-2015 (FY2015) Budget Ordinance ®Ordinance ❑ Emergency ❑ Municipal Order ❑ Resolution ❑ Motion Staff Work By: Stacee Young, Jonathan Perkins Presentation By: Jonathan Perkins Background Information: This ordinance represents the final revised budget ordinance for the year 2014- 2015 (FY2015). The FY2015 budget must be adjusted to reflect all adjustments made throughout the fiscal year and any adjustments required by the independent financial auditors (year-end audit adjustments). The revised budget represents year-end housekeeping & clean up following the close of the fiscal year. The City's CAFR (audit report) discloses the Cit};'s original adopted budget, revised final budget and actual expenditures for the fiscal year audited all in one place for full disclosure to the reader. Goal: ®Strong Economy ® Quality Seivices® Vital Neighborhoods® Restored Downtowns Funds Available: Account Name: NA /S Account Number: NA Finance Staff Recommendation: Approve the final revised 2014-2015 (FY2015) Budget Ordinance Attachments: FY2015 Budget Ordinance (final) Department Head City Clerk City Manager R:Tnanee''Sudget Budget'Ordinance FY2015',Agenda Action Form (AAF) - Budget Ordinance 1Final) 12-15-2015, FY2015.Doc