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HomeMy WebLinkAboutMO #3304MUNICIPAL ORDER NO. 3304 APPROVING AGREEMENTS RELATED TO THE FIRE DEPARTMENT TRAINING FACILITY WATER MAIN PROJECT AND AUTHORIZING THE MAYOR TO EXECUTE ALL DOCUMENTS RELATED THERETO WHEREAS, the City of Paducah and Paducah Water desire to replace aging water infrastructure serving the Fire Department Training Facility with a new eight -inch water main; and WHEREAS, Paducah Water will contribute the first $280,000 of construction costs, with the City responsible for costs exceeding that amount; and WHEREAS, the City desires to retain Bacon Farmer Workman Engineering & Testing, Inc. to provide engineering services for the project for $24,500. NOW, THEREFORE, BE IT ORDERED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. The Board of Commissioners hereby approves the Memorandum of Understanding between the City of Paducah and Paducah Water concerning the Fire Department Training Facility Water Main Project, substantially in the form attached hereto as Exhibit "A," and authorizes the Mayor to execute said Memorandum of Understanding on behalf of the City. SECTION 2. The Board of Commissioners hereby approves the Reimbursement Agreement between the City of Paducah and Paducah Water, substantially in the form attached hereto as Exhibit `B," pursuant to which Paducah Water shall contribute the first $280,000.00 toward construction of the water main improvements and the City shall reimburse Paducah Water for construction costs exceeding $280,000.00. The Mayor is hereby authorized to execute said Reimbursement Agreement on behalf of the City. SECTION 3. The Board of Commissioners hereby approves a Professional Services Agreement with Bacon Farmer Workman Engineering & Testing, Inc. for engineering services associated with the Fire Department Training Facility Water Main Project in the lump -sum amount of $24,500.00, substantially in the form attached hereto as Exhibit "C," and authorizes the Mayor to execute said Agreement and all related documents on behalf of the City. SECTION 4. Expenditures authorized herein shall be charged to the Fire Training Field Account, Account No. 10001801-523070, Project No. FI0032. SECTION 5. This Order shall be in full force and effect from and after the date of its adoption. Mayor George Bray ATTEST: u L indsay P ris , City Clerk Adopted by the Board of Commissioners, September 8, 2026 Recorded by Lindsay Parish, City Clerk, September 8, 2026 \mo\MOU —Paducah Water— Fire Department Training Facility Water Main Paducah Fire Department Training Facility Memorandum of Understanding J u Ly 2, 2026 Representatives from BFW, the City of Paducah Fire Department (City) and Paducah Water (PW) met on June 23, 2026 to discuss water supply for the proposed training facility located at 1400 Tennessee Street. Following this discussion, PW reviewed the information provided by BFW and met internally to evaluate the needs of the project as well as the mutual benefit to both the City and PW. PW proposes the following items for the City's consideration to move the project forward: 1. PW is aggregable to the project scope as proposed by BFW. A new 8" PVC main will be installed along 12`h and Tennessee Streets from Caldwell Street to the site and the existing 6" cast iron mains along this corridor will be abandoned in place in accordance with PW's standard specifications. 2. BFW will design and permit the water main project incoordination with PW and procure a construction contract. For this project, PW will be considered the Owner and will enter directly into an Agreement with a Contractor for this project. PW will administer the construction contract and provide construction inspection as with any other water main project. PW will perform testing and as -built documentation of the project in its entirety. PW will coordinate with BFW for any construction -related involvement on an as -needed basis. PW's involvement with construction inspection, testing and contract administration will be provided at no cost to the City. Upon completion of the project, BFW will deliver a set of as -built drawings to PW. 4. All costs associated with BFW's involvement will be paid by the City. 5. PW will contribute $280,000 toward the construction of this project. The City will be responsible for all costs in excess of this amount. This arrangement will be established through a Reimbursement Agreement that will be prepared by PW and reviewed and approved by both the City and PW governing bodies. PW will require this Reimbursement Agreement to be fully executed before PW will award a construction contract or enter into an Agreement with a Contractor for this project. 6. PW will pay the Contractor (utilizing PW capital funds) based on approved invoices submitted to PW. Once the project has been completed, PW will submit an invoice to the Cityfor reimbursement of construction costs in excess of $280,000 as stipulated in the Reimbursement Agreement. 7. Anew 6" water meter, set at the gate to the facility, will delineate the point of metering and ownership once the project has been constructed. The Citywill own all infrastructure on the customer -side of the meter. PW will own the meter setting. 8. Due to the unique nature of this facility, PW will work with BFW to design and construct the 6" meter in-line as part of the water main project rather than constructing a traditional meter settingto help control costs. There will be no separate meter setting fee, as this will be incorporated into the cost of the project. 1 of 2 EXHIBIT "A" 9. 1SA is agreeable with the sewer service to the fire training center being billed at a 1SA's flat monthly rate rather than based on metered consumption. With this approach, it will not be necessary to install a water meter for the purposes of billing sanitary sewer. PW is agreeable with the concept of the fire training center being served from the customer-side of the 6" meter. 10. Billing for water meter(s) will be consistent with current practice for the City. 11. The City will notify PW's Treatment Plant Superintendent of any planned training events where it is anticipated that more than 500 gpm will be utilized. End 2 of 2 REIMBURSEMENT AGREEMENT FIRE TRAINING CENTER PROJECT 1400 Tennessee Street THIS REIMBURSEMENT AGREEMENT is made and executed on this day of , 2026, by and between CITY OF PADUCAH, KENTUCKY, a Municipal Corporation of the Second Class, with a mailing address of P.O. Box 2267, Paducah, Kentucky 42002-2267, hereinafter referred to as "City," and PADUCAH WATER, with a mailing address of 1800 North 8th Street, Paducah, Kentucky 42001, hereinafter referred to as "PW;" WITNESSETH: WHEREAS, the City desires to construct a new Fire Training Center located at 1400 Tennessee Street, hereinafter referred to as "Training Center Project,"; and WHEREAS, the Training Center Project requires a supply of water that exceeds the existing capacity available at the proposed location; and pplies WHEREA'S\oi ao rater main "fn t I.d;and WHERE,p,`the to replace and WHEREAS, improvements to the water infrastructure aligns with the City's Southside Revitalization Initiative; and WHEREAS, the City and PW agree to enter into an agreementforthe replacement and betterment arrangement to replace existingwater infrastructure, hereinafter referred to as "Water Construction", generally consisting of the construction of a new 8 -inch water main from Caldwell Street along South 12th Street to the Training Center Project that will replace existing 6 -inch water mains along this corridor. NOW, THEREFORE, in consideration of the foregoing, the legal adequacy and sufficiency of which is hereby acknowledged by both parties hereto, the parties do covenant and agree as follows: 1. Design and Procurement. The City's engineer, BFW, will design, permit and procure a construction contract for the Water Construction project. Contractually, PW will be considered the Owner and will enter directly into an Agreement with the selected Contractor. 2. Construction. PW will administer the construction contract and provide construction inspection services, testing and as -built documentation for the Water Construction project in its entirety. PW will coordinate with BFW for any construction -related involvement on an as -needed basis. 1 of 3 EXHIBIT "B" 3. Allocation of Cost. PW will contribute the first $280,000 toward the Water Construction project. The City will be responsible for all costs in excess of this amount as well as all costs associated with BFW's involvement. PW's involvement with construction inspection, testing and contract administration will be provided at no cost to the City. 4. Reimbursement PW will pay the Contractor based on invoices submitted to and approved by PW's Director of Field Operations. At the completion of construction, PW will submit an invoice to the City for reimbursement of construction costs in excess of $280,000. The City agrees to reimburse PW within sixty (60) consecutive calendar days upon receiving an itemized invoice. 5. Memorandum of Understandine. All items contained in a Memorandum of Understanding dated July 2, 2026 that are not specifically addressed in this Agreement are incorporated herein by reference. ion fina ng any 2 of 3 Miscellaneous Provisions. This Agreement represents the entire understanding by and between the parties regarding the reimbursement of the costs and expenses incurred by PW and all prior statements, promises, and agreements are merged herein by reference. This Agreement shall be binding upon the parties hereto, their heirs, successors, and assigns. PADUCAH WATER 0 Title: CITY OF PADUCAH, KENTUCKY By: 3of3 July 22, 2026 Mr. Stephen Kyle Fire Chief Paducah Fire Department 301 Washington Street Paducah, KY 42003 RE: Proposal for Paducah Fire Training Facility Water Main Extension Dear Chief Kyle: Bacon Farmer Workman Engineering & Testing, Inc. is pleased to provide you with a proposal for civil engineering services as requested: &TEN9:4:Air�/_1h1*4114 &1101 • Provide Water Main Extension Design Plans for permitting and construction by Paducah Water. • Design Plans will include water main plan and profiles and details designed to Paducah Water standards and specifications. • Work will include coordination with Paducah Water for permitting and construction contract procurement according to the Paducah Fire Department Training Facility Memorandum of Understanding (MOU) provided by Paducah Water. • Work will include limited construction administration on an "as needed" basis (Paducah Water committed to construction administration in the MOU, with BFW's construction -related involvement on an as -needed basis), • Work will include as -built plans provided to Paducah Water. • Work will include using Kentucky LiDAR data for topography and published Kentucky aerial mapping for drawing base, with limited surveying on an as needed basis. • Work will include limited system modeling in KY Pipe to assure flows and pressures are achieved with the final design. ASSUMPTIONS AND EXCLUSIONS • Full Topographic and Boundary Survey is not included • BFW will show existing utilities on the drawings according to published GIS information and surface features on site. Subsurface utilities that are not shown on published GIS mapping or marked by KY 811 will not be shown. • Flow test data will be provided by Paducah Water for the water system modeling. • Easement acquisition is not included. It is assumed that all water main will be approved in utility corridors on City right-of-way. BFW proposes to perform the above defined scope of work for a cost of $24,500.00. The design and engineering proposal is based on a lump -sum cost for the services listed in the scope. Reimbursable expenses such as permit fees will be billed directly to the owner or client. Additional work not listed in the scope above will be billed on a time and material basis. 2301 McCracken Boulevard, Paducah, KY 42001 / bfwengineers.com / 270-443-1995 EXHIBIT "C" Proposal for Paducah Fire Training Facility Water Main Extension BFW proposed to complete the work according to the following projected schedule: The schedule is approximate based on normal timeframes to complete a project of this magnitude. Every effort will be made to meet or exceed the schedule expectations. If you agree with these costs and project details, please return the executed contract for BFW's authorization to proceed. We look forward to working with you in the future and should you have any questions or need further information, please contact our office at (270) 443-1995. Sincerely, Bacon Farmer Workman Engineering & Testing, Inc. Joseph E. Matesevac, P.E., V.P., Water Resources Division Lead Page 2 iv,.- 1 Obtain necessary field information, online LiDAR data and 1 week preliminary design coordination with Paducah Water 2 Preparation of design drawings and contract documents for 3 weeks submittal to Paducah Water for permit approval 3 Paducah Water review and approval 3 weeks 4 Advertise for bid 2 weeks 5 Bid Opening and Contract Approval 2 weeks 6 Construction 12 weeks The schedule is approximate based on normal timeframes to complete a project of this magnitude. Every effort will be made to meet or exceed the schedule expectations. If you agree with these costs and project details, please return the executed contract for BFW's authorization to proceed. We look forward to working with you in the future and should you have any questions or need further information, please contact our office at (270) 443-1995. Sincerely, Bacon Farmer Workman Engineering & Testing, Inc. Joseph E. Matesevac, P.E., V.P., Water Resources Division Lead Page 2