HomeMy WebLinkAbout10-20-15 Agenda PacketROLL CALL
INVOCATION
CITY COMMISSION MEETING
AGENDA FOR OCTOBER 20, 2015
5:30 P.M.
CITY HALL COMMISSION CHAMBERS
300 SOUTH FIFTH STREET
PLEDGE OF ALLEGIANCE -- Jordan Baker, Clark Elernentary5"' grader
ADDITIONS/DELETIONS
I.
MINUTES
II.
APPOL ITMENT
A. Paducah -McCracken County Riverport Authority
Ill.
MOTIONS
A. R & F Documents
B. Void Adoption of Ordinance Amending Regulations for Homeless
Shelters
YV.
NTUNICIPAL ORDER
A. Authorize Extension Under Hotel Development Agreement between
City of Paducah and Paducah Riverfront Hotel — CITY NIGR
V.
ORDINANCES —ADOPTION
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 Rene%val with Peel & Holland — S.
DOOLITTLE
F. Approve Contract with MAC Construction & Excavating, Inc., for
Construction of the Riverfront Redevelopment Project Phase I -B — R.
MURPHY
VI.
ORDINANCES — INTRODUCTION
A. Purchase of Vehicles: -- R. MURPHY
i. 3 --Compact SUV's
ii. l-- Trench Trailer
iii, 1--4X4 SSV '/2 Ton Pick Up
iv. 2--4X4 % Ton Pick Ups
B. Purchase Professional Services forER.P Contract Negotiations and
Development of Statement of Work --- G. MUELLER
VII.
CITY MANAGER REPORT
VIII.
MAYOR & COMMISSIONER COMMENTS
IX.
X.
PUBLIC COMMENTS
EXECUTIVE SESSION
OCTOBER 20, 2015
I move that the following documents and bids be received and filed:
DOCUMENTS
Bond Rider for A&K Construction, Inc,
Interlocal Agreement with McCracken County regarding a Kentucky Division of Waste
Management Hazardous Household Waste Grant Award (ORD # 2015-06-8251)
Agreement Articles and Award Letter for a 2015 Port Security Grant from the US
Department of Homeland Security (ORD # 2015- 10-8308)
Decision of State Local Debt Officer for the City of Paducah KRS Chapter 103.210
Industrial Revenue Bonds series 2015 for Paducah Riverfront Hotel, LP (ORD # 2015-
08-8283)
Paducah Water Works Financial Statements for Years Ended June 30, 2015 and 2014
BIDS FOR ENGINEERING -PUBLIC WORKS DEPARTMENT
One Trench Trailer
Midway Trailer, Inc. x
Three Compact SUVs
1. Linwood Motors *
Two '/2 Ton Pickup 4X4 Trucks
1. Linwood Motors
2. Paducah Ford*
3. Larry Stovesand Buick GMC
One %2 Ton 414 Ram SSV Pick-up Truck for the Fire Departrncnt
1. Linwood Motors*
2. Paducah Ford
OCTOBER 20, 2015
I hereby move that the adoption of Ordinance No. 2015 -10-8311, entitled, "An
Ordinance Amending Chapter 126-72, `'Homeless Shelters" of the Code of Ordinances of the
City of Paducah, Kentucky," not be published as said ordinance is void pursuant to KRS
100.211. I further move that a draft of the proposed text amendment to Chapter 126-72, "Homes
Shelters;" be referred to the Paducah Planning Commission before the proposed amendment is
presented again to the City Commission for adoption.
\motions\motion-void 126-72 homeless shelter weapon regulation
Agenda Action Form
Paducah City Commission
Meeting Date: October 20, 2015
Short Title: Extension Under Hotel Development Agreement Between City of
Paducah and Paducah Riverfront Hotel
❑Ordinance ❑ Emergency ® Municipal Order ❑ Resolution ❑ Motion
Staff Work By: Lisa Emmons
Presentation By: Jeff Pederson
Background Information:
The City of Paducah and Paducah Riverfront Hotel LP entered into an agreement on
June 29, 2015, wherein the City agreed to lease 600 North 4ch Street, Paducah
Kentucky, to Paducah Riverfront Hotel LP. That agreement contained a provision that
the Developer of the hotel would operate and manage the Julian Carroll and Paducah
Expo Convention Center.
Negotiations between the Developer and the Paducah -McCracken County Convention
Center continue regarding the operation and management of said facilities, and the
City now desires to grant an extension to the time period (described in Section 4.h and
Section 6.c) to allow both parties sufficient time to negotiate and execute management
and/or operation al agreements and eliminating this commitment as a condition
subsequent to the City's commitment to lease the property to the Developer.
Staff Recommendation: Execute an Extension under the Hotel Development
Agreement wherein the time to negotiate and execute a management and/or operational
agreement with PMCCC is extended and further eliminating the section requiring that
said management and/or operation agreement shall be executed prior to the lease from
the City of Paducah to Paducah Riverfront Hotel LP.
Attachments: Extension and Municipal Order
Department Head
City Clerk C
City Man^
) 92478ver2
MUNICIPAL ORDER NO.
A MUNICIPAL ORDER OF THE CITY OF PADUCAR, KENTUCKY,
AUTHORIZING AN EXTENSION UNDER THE HOTEL DEVELOPMENT
AGREEMENT BETWEEN THE CITY OF PADUCAH, KENTUCKY, AND
PADUCAH RIVERFRONT HOTEL LP, WITH RESPECT TO A PUBLIC
PROJECT; AUTHORIZING THE EXECUTION OF THE AGREEMENT
WHEREAS, on June 29, 2015, the City and Paducah Riverfront Hotel LP (the
"Developer") entered into a Hotel Development Agreement (the "Development A�reement"),
whereby the City and the Developer agreed that the City would lease 600 North 4` Street,
Paducah, McCracken County, Kentucky (the "Premises") to theDeveloper in exchange for the
Developers agreement to construct, develop and operate an upscale hotel on the Premises (the
"Project"); and
WHEREAS, the City desires to grant an extension to the time period described in
Section 4. h. and Section 6. c. of the Development in order to provide the Developer and the
Paducah -McCracken County Convention Center (the PMCCC") sufficient time to negotiate and
execute definitive management and/or operational agreements for the Convention Center and
eliminating this commitment of Developer as a Condition Subsequent to the City's commitment
to lease the Property to the Developer for the Project.
NOW THEREFORE, BE IT ORDAINED BY THE CITY COMMISSION OF THE
CITY OF PADUCAH; KENTUCKY, AS FOLLOWS:
Section 1. Recitals and Authorization. The City hereby approves the Extension
Amendment to Hotel Development Agreement (this "Agreement") among the City and the
Developer in substantially the form attached hereto as Exhibit A and made part hereof. It is
further determined that it is necessary and desirable and in the best interest of the City to enter
into the Agreement for the purposes therein specified, and the execution and delivery of the
Agreement is hereby authorized and approved. The City Manager is hereby authorized to
execute the Agreement with such changes not inconsistent with this Order and not substantially
adverse to the City as may be approved by the official executing the same on behalf of the City.
The approval of such changes by said official, and that such are not substantially adverse to the
City, shall be conclusively evidenced by the execution of the Agreement.
Section 2. 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 3. Compliance With Open Meetings Laws. The City Commission hereby finds
and determines that all formal actions relative to the adoption of this Order 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 4. Conflicts. All ordinances, resolutions, orders or parts thereof in conflict with
the provisions of this Order are, to the extent of such conflict, hereby repealed and the provisions
of this Order shall prevail and be given effect.
Section 5. Effective Date. This Order shall be in full force and effect on and after
the date as approved by the Board of Commissioners of the City of Paducah, Kentucky.
MAYOR
ATTEST
City Clerk
Adopted by the Board of Commissioners, October 20, 2015
Recorded by City Clerk, October 20, 2015
�molagree-extension—hotel development
2
EXHIBIT A
FIRST AMENDMENT TO DEVELOPMENT AGREEMENT
See attachment.
192477ver2
AN EXTENSION UNDER THE HOTEL DEVELOPMENT AGREEMENT
THIS EXTENSION UNDER THE HOTEL DEVELOPMENT AGREEMENT made
and entered into on this day of October, 2015 (the "Effective Date") by and between
PADUCAH RIVERFRONT HOTEL LP, a Kentucky ULPA Limited Partnership, by and
through its General Partner, Paducah Hotel Inc., a Kentucky corporation, having an address of
1401. Spring Bank Drive, Building A, Suite 8, Owensboro, KY 42303, (hereinafter referred to as
the "Developer"); CITY OF PADUCAH, a Kentucky home class city having an address of 300
South 5`" Street, PO Box 2267, Paducah, KY 42002-2267 (hereinafter referred to as the "City").
WITNESSETH:
WHEREAS, on June 29, 2015, the City and the Developer, entered into a Hotel
Development Agreement (the "Development Agreement") regarding the Developer's
development and construction of an upscale brand hotel franchised by a major hotel chain and
the further use, occupancy, operation, management by the Developer of the hotel and the
publically owned convention center, generally known as the Julian Carroll. and Paducah Expo
Convention Center (the "Convention Center") (the "Project"); and
WHEREAS, the City desires to grant an extension to the time period described in
Section 4. h. and Section 6. c. of the Development in order to provide the Developer and the
Paducah -McCracken County Convention Center (the PMCCC") sufficient time to negotiate and
execute definitive management and/or operational agreements forthe Convention Center and
eliminating this commitment of Developer as a Condition Subseclactit to the City's commitment
to lease the Property to the Developer for the Project.
NOW THEREFORE, for and in consideration of $1.00 cash in liand paid, the receipt and
sufficiency is hereby acknowledged by all parties, and the mutualeovenants and conditions
contained herein the parties agree as follows:
Extensions under the Development Apreement.
a. Section 4. Subparagraph h., of the Development agreement is hereby
revoked and stricken in its entirety and shall read as follows:
4. h. Negotiate and execute definitive management and/or operational
agreements with PMCCC to operate the Convention Center on orbefore the 15th, da} of
December, 2015.
b. Section 6. Subparagraph c., "Conditions Subsequent," is hereby revoked
and stricken in its entirety.
2. Reaffirmation of the Development Agreement. Except for the extension and
modifications set forth herein, all other terms and provisions of the Development Agreement
entered into between the parties are expressly acknowledged, reaffirmed, and ratified by all
parties hereto. All parties hereby agree to perform in strict accordance with the terms and
provisions as set forth under the Development Agreement.
4, Miscellaneous Provisions. This Agreement shall be fully binding upon the parties
hereto and their heirs, successors, and assigns as of the Effective Date.
IN WITNESS WHEREOF, the parties have respectively caused this Agreement to be
executed on the day and year first above written.
DEVELOPER:
PADUCAH RIVERFRONT HOTEL LP,
By: Paducah Hotel Inc., a Kentucky corporation,
Its General Partner
0
GLENN D. HIGDON
Title:
GUARANTOR:
GLENN D. HIGDON
CITY:
CITY OF PADUCAH, KENTUCKY
rbz
Title:
I
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 foxfh 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 Services[] Vital Neighb3r1loods❑ Restored Downtowns
Funds Available: Account Name: Macco GOB 2013E
Account Number: CIP Fund Finance
Staff Recommendation: That this proposed ordinance is passed.
Attachments:
Department Head City Clerk WCit�er
S:'Jon Perkins.word Debt Management. Bond Issue S3.6Iv1 - 2013. Nroble Prk Pool (Series A) Jeletech, NIacco (Series B). Fite 8.71 A.af -
Substitute Ordinance -Alternative Projects For Macco GOB 2013 Procceds.Doc
Agenda Action Form
Paducah Cite Commission
Meeting 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 A-i•chitecturai 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 Do«xmto�ms
Agenda Action Form Page 2
Funds Available: I A 9 {Y (5
inance
Account Name: At "C cnsi-s w+ll� 6e
Account Number: 4uk'.k� Zr 'tom.
Project Number:
Staff Recommendation:
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:
Agenda Action Form
Paducah City Commission
Heetino Date: October 13, 201
Short Title: Administrative Services and Stop Loss Insttrance with Anthem Blue
Cross Blue Shield
®Ordinance ❑ Emergency ❑ Municipal Order ❑ Resolution ❑ Motion
Staff Work By: Missi Dotson, Steve Doolittle, G,eg 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 bestoverall option for duality
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 alt agreement with Anthem
Blue Cross Blue Shield to purchase stop loss insurance which is set at a S175,000
maximum city liability per pet -son (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 aggre ate total up to $1,000,000. Premium rates are
S 1 1 1.58 per member d�e_r monthor individual stop loss insurance and $6.48 per
member per monthoaggregate stop loss insurance.
Goal: []Strong Economy ® Quality Services❑ Vital Neighbonccods❑ Restored DoN+ntok�ns
Funds Available: Account Name: Health Insurance Administrative
:account Number: 073-0208-542.20-01 mance
Staff Recommendation: Authorize the Mayor to execute ASO agreement with
Anthem Blue Cross Blue Shield for administrative services and stop loss
insurance. 4 a f -3-7%cWl >A-4, -- I Z, Li 006
Attachments: ASO
0
Department Head JI City Clerk — ff y Manager
Agenda Action Form
Paducah City Commission
N/leering Date: October 13, 2015
Short Title: Anthem Blue Cross Blue Shield Administrative Services
Ordinance ® Emergency ❑ Municipal Order ❑ Resolutioa ❑ Motion ❑
Staff Work By: Missi Dotson, Steve Doolittle, Grea Carlton
Presentation By: Steve Doolittle
Background Information:
Greg Carlton of Peel & Holland presented an overview 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 Mayor and Commissioners
execute an agreement between the Cite 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:❑ Strone Economy Quality Services❑ Vital Neighborhoods❑ Restored Do\ nto\\ns
Funds Available: Account Name: Health Insurance Fun 10 t )9i
Account Number: 073-0208-542.20-01 Fi, an e
Staff Recommendation: Authorize the Mayor to execute an agreement between the City 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.
ca ,
Department Head City Clerk C' ti' Manager
Agenda Action Form
Paducah City Commissicri
Meeting Date: October 13, 2015
Short Title: Strategic Health Risk Advisor and Strategic Benefit Placement Services
Renewal with Peel and Holland,
®Ordinance ❑ Emergency ❑ V1 1unicipal Order ❑ Resolution ❑ Motion
Staff Work By: Missi Dotson, Steve Doolittle
Presentation By: Steve Doolittle
Background 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 576,900 for the 2016 years' service. This fee ispayable in four equal
installments of $19,225 to be billed quarterly. The total includes a $70,000 advisor fee, "hick
shows an increase for the first time in four years, and includes the use of data analytics via
Acclaim Health Analytics and NavNID 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 2014. 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 reporting of health information.
There will be an additional fee of $200 per hour subject to aminimum retainer of $5,000 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. The
services provided by Greg Carlton will continue effective January 1, 2016.
Goal: ❑Strong Economy ® Quality Services❑ Vital Neighborhoods❑ Restored DoNNntowns
Funds Available: Account Name: Insurance Claims 1170�
Account Number: 07302085 422307 Finan e
Staff Recommendation: Authorize the Mayor to execute a contract 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 Citv Clerk itv \Tanager
Agenda Action Forin
Paducah City Commission
Nleeting Date: October 13, 201i
Short Title: Authorize Contract with MAC Construction & Excavating, Inc.,
for Construction of the Riverfront Redevelopment Project 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 Cornm.issioners 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 Commissioners revisions could be
made to the Riverfront plans and specifications in order to reduce the overall cost of the
proposed Riverfront Phase I -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 Department of Fish & Wildlife
Resources.
On Wednesday, June 3, 2015 the City of Paducah received and opened sealed written bids
for the Phase 1-B Project. Two bids were received from responsive 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 1-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 full Project. The Bid also contained three alternate deductions as
follows:
Bid - Alternates Bid Amount
Total Bid - Full Riverfront Phase 1-B Project $8,353,888.00 $$8,353,888.00
Deductive Alternative #1 - Reduce Transient Dock by 60' -$240,777.58 $8,113,110.42
Deductive Alternative #2 - Delete Center Rail on Transient Dock •$24,198.30 $8,088.912.12
Deductive Alternative #3 - Remove Wave Attenuator -$157,203.20 $7,931,708.92
Agenda Action Form 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 1-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 I -B as proposed and as bid. Discussion took place around the
four options, the four deductive alternatives, and means of funding.
In accordance with the specifications, the bids received on September 9, 2015, can be held by
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 Set -vices ❑Vitat Neighborhoods ®Restored Do«ntoNvns
Funds Available:
FHWA Grant Portion: Finance
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:
To receive and file the bids and adopt an Ordinance acceptin; the Bid received by MAC
Constriction utilizing the first Deductive Alternative in the amount of 58,113,1 10.42 for
construction of the Riverfront Redevelopment Project Phase l -B Project.
Attachments:
Bids and Bid Tab, Ad, Proposed Contract
7
Depa me t He
City Clerk
City Manager
7
Agenda Action Form
Paducah City Commission
Meeting Date: October 20; 2015
Short Title; Purchase of Three (3) 2016 Jeep Patriots 4x4 to be used by the
Parks Department, Engineering Department, and Solid Waste Division
,Ordinance ❑ Emergency ❑ Municipal Order ❑ Resolution ❑:\Motion
Staff \York By: Randy Crouch, EPNV Maintenance Supt.
Kathy Wyatt, EP\\% Admin Asst. lil
Presentation By: Rick %Murphy, P.E.; City Engineer -Public \'forks Director
Background Information:
On September 10. 2015, sealed written bids were opened for the purchase of three (3)
Compact SUV's to be used by the Parks Department, Engineering Department and the Solid
NVaste Division. One bid Nvas received from Linwood Motors -a grand total of $79,660.00
for all 3 vehicles. The delivery time on the Compact SUVs will be 90 days after contract
execution. These are to replace a 2001 Jeep Cherokee, unit 0301; 1999 Ford F150 Pickup
Truck, unit 4244; and a 2001 Jeep Cherokee, unit 41=242 (all 3 are in the fleet plan).
Goal: []Strong Economy ®Quality Services ❑Vital Neighborhoods ❑Restored Do"Iltowns
Funds Available: Account Name: Rolling StockNehicles
Fleet Lease Trust Fund Finance
Account Number: 071-0210-542-400 (for 2 of them) *
Account Name: Solid Waste Admin
Account Number: 050-2208-531-4007 (for 1 of them)
Staff Recommendation:
To receive and file the bid and adopt an Ordinance authorizing the Nlayor to execute a
contract with LinNvood'Motors for the purchase of three (3) Compact SUV's for use by the
Parks Department, Engineering Department and the Solid \-Vaste Division in (lie total amount
of 579.660.00.
Attachments:
Bids, Bid Tab, Advertisement, Proposed Contract
ORDINANCE NO. 2015 -10 -
AN ORDINANCE ACCEPTING THE BID FOR SALE TO THE CITY OF
THREE (3) 2016 JEEP PATRIOTS 4X4, AND AUTHORIZING THE MAYOR TO EXECUTE
A CONTRACT FOR SAME
BE IT ORDAINED BY THE CITY OF PADUCAH, KENTUCKY:
SECTION 1. The City of Paducah accepts the bid of Linwood Motors, in the
amount of 579,660.00, for sale to the City of three (3) 2016 Jeep Patriots 4X4, for use by the
Parks Department, Engineering -Public Works Department and Solid Waste Division of EPW,
said bid being in substantial compliance with bid specifications, and as contained in the bid of
Linwood Motors, of September 10; 2015,
SECTION 2. The Mayor is hereby authorized to execute a contract with Linwood
Motors, for the purchase of three (3) 2016 Jeep Patriots 4X4, authorized in Section 1 above,
according to the specifications, bid proposal and all contract documents heretofore approved and
incorporated in the bid.
SECTION 3. This purchase shall be charged to Rolling StockNehicles Fleet
Lease Trust Fund account, account number 071-0210-542-4005 (for 2 of them) and 050-2208-
531-4007 (for l of them).
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 20, 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\pworks\Jeep Patriots 10-2015
0c;0)
AGREEMENT
Paoe 1 of '
CITY OF PADUCAH, KENTUCKY
ENGINEERING -PUBLIC WORKS DEPAR7MENT
AGREEMENT TO PURCHASE THREE (3) NEW COMPACT SUV's
THIS AGREEMENT, made this day of , 20 by and between the CITY OF
PADUCAH, hereinafter called the OWNER, and Linwood Motors hereinafter called the VENDOR, for the
consideration hereinafter named, agree as follows:
ARTICLE 1. SCOPE OF WORK
The Vendor shall provide Three 3 New Compact SUVs to be used by the Parks Department,
the Engineering -Public Works Department, and the Solid Waste Division in full compliance with the Bid
Proposal Dated September 10, 2015 and with this Agreement, the Specifications and any Addendum(s)
issued.
ARTICLE 2. TIME FOR COMPLETION AND LIQUIDATED DAMAGES
The Vendor hereby agrees to commence work under this Contract and to fully complete the
delivery of the aforementioned Vehicle(s) within 90 consecutive calendar days thereafter from the date of
this Agreement.
ARTICLE 3. THE CONTRACT SUM
The Owner agrees to pay the Vendor the following, subject to additions and deductions provided
therein: Seventy -Nine Thousand Six Hundred SixtV Dollars ($79,660.00] as quoted in the aforementioned
Vendor's Bid Proposal and as approved by the Board of Commissioners on by Ordinance
ARTICLE 4. PAYMENTS
The Owner will make Payment in full upon satisfactory delivery in accordance with the Contract
Documents and the Specifications. The Payment shall constitute full compensation for the work and
services authorized herein.
ARTICLE 5. GOVERNING LAW
The Parties agree that this Agreement and any legal actions concerning its validity, interpretation
and performance shall be governed by the laws of the Commonwealth of Kentucky. The parties further
agree that the venue for any legal proceeding relating to this Agreement shall exclusively be in McCracken
County, Kentucky.
ARTICLE 6. THE CONTRACT DOCUMENTS
The 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.
VENDOR CITY OF PADUCAH, KENTUCKY
BY
TITLE
Gayle Kaler, Mayor
ADDRESS: ADDRESS:
Post Office Box 2267
Paducah, Kentucky 42002-2267
Agenda Action Form
Paducah City Commission
N'leeting Date: October 20, 2015
Short Title: Purchase of One (1) ATC Quest 2016 Trench Trailer to be used by
the Fire Departi-nent
®Ordinance ❑ Emergence ❑ Nlunicipal Order ❑ Resolution ❑ N'lotion
Staff Work By: Randy Crouch, EPW Maintenance Supt.
Kathy Wyatt, EPW Admin Asst. III
Presentation By: Rick 1\'iin W . P.B., City Engineer -Public l'N'orks Director
Background Information:
On September 10. 2015, sealed written bids Nvere opened for the purchase of one (1) Trench
Trailer to be used by the Fire Department. One bid was recei,,ed from Midway Trailer, Inc.
The proposed bid was 548,700.001 with a reduction in price of 54;800.00 by changing the
Whelen lights to 9" x T" high output LED scene lights, bringing the total of the bid to
543,900.00. The delivery time on the trench trailer xvill be 70 days after contract execution.
Goal: ❑Strong Economy ®Quality Services ❑Vital Neighborhoods ❑Restored DowntoWils
Funds Available: Account Name: Rolling Stock,/Vehicles
Fleet Lease Trust Fund Z�)Finance
Account \Number: 071-0210-542-4005-t
Staff Recommendation:
To receive and file the bid and adopt an Ordinance authorizing the Mayor to execute a
contract with Midway Trailer; Inc. for the purchase of one (1) Trench Trailer. The proposed
bid was 548.700.00. with a reduction in price of 54,800.00 by changing the Whelen lights to
9" x 7" high output LED scene lights, bringing the total of the bid to 543,900.00. The Fleet
Division of Engineering Public Works is recommending the bid of 543,900.00 for the trench
trailer be accepted.
Attachments:
Bids. Bid Tab, Advertisement, Proposed Contract
ORDINANCE NO. 2015 -10 -
AN ORDINANCE ACCEPTING THE BID FOR SALE TO THE CITY OF ONE,
(1) ATC QUEST 2016 TRENCH TRAILER, AND AUTHORIZING THE MAYOR TO
EXECUTE A CONTRACT FOR SAME
BE IT ORDAINED BY THE CITY OF PADUCAH, KENTUCKY:
SECTION 1. The City of Paducah accepts the bid of Midway Trailer, Inc.. in the
amount of $43,900, for sale to the City of one (1) ATC Quest 2016 Trench Trailer for use by the
Fire Department, said bid being in substantial compliance with bid specifications, and as
contained in the bid of Midway Trailer, Inc., of September 10, 2015.
SECTION 2. The Mayor is hereby authorized to execute a contract with Midway
Trailer, Inc., for the purchase of one (1) ATC Quest 2016 Trench Trailer, authorized in Section 1
above, according to the specifications, bid proposal and all contract documents heretofore
approved and incorporated in the bid.
SECTION 3. This purchase shall be charged to Rolling Stock/Vehicles Fleet
Lease Trust Fund account, account number 071-0210-542-4005.
SECTION 4. This ordinance shall be read on two separate days and will become
effective upon summary publication pursuant to KRS Chapter 421.
Mayor
ATTEST:
Tatnmara S. Sanderson, City Clerk
Introduced by the Board of Commissioners, October 20, 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\pworks\trailer- fire dept 10-2015
0050)
AGREEMENT
Pace 1 of 5
CITY OF PADUCAH, KENTUCKY
ENGINEERING -PUBLIC WORKS DEPARTMENT
AGREEMENT TO PURCHASE 1 (ONE) TRENCH TRAILER
THIS AGREEMENT, made this day of , 20_ by and between the CITY OF
PADUCAH, hereinafter called the OWNER, and Midway Trailer, Inc., hereinafter called the VENDOR, for
the consideration hereinafter named, agree as follows:
ARTICLE 1. SCOPE OF WORK
The Vendor shall provide One (1) Trench Trailer to be used by the Fire Department in full
compliance with the Bid Proposal Dated September 10, 2015 and with this Agreement, the Specifications
and any Addendum(s) issued.
ARTICLE 2. TIME FOR COMPLETION AND LIQUIDATED DAMAGES
The Vendor hereby agrees to commence work under this Contract and to fully complete the
delivery of the aforementioned Vehicle(s) within 76 consecutive calendar days thereafter from the date of
this Agreement.
ARTICLE 3. THE CONTRACT SUM
The Owner agrees to pay the Vendor the following, subject to additions and deductions provided
therein: Fourty-Three Thousand Nine Hundred Dollars ($43,940.00) as quoted in the aforementioned
Vendor's Bid Proposal and as approved by the Board of Commissioners on by Ordinance
ARTICLE 4. PAYMENTS
The Owner will make Payment in full upon satisfactory delivery in accordance with the Contract
Documents and the Specifications. The Payment shall constitute full compensation for the work and
services authorized herein.
ARTICLE 5. GOVERNING LAW
The Parties agree that this Agreement and any legal actions concerning its validity, interpretation
and performance shall be governed by the laws of the Commonwealth of Kentucky. The parties further
agree that the venue for any legal proceeding relating to this Agreement shall exclusively be in McCracken
County, Kentucky.
ARTICLE 6. THE CONTRACT DOCUMENTS
The 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.
VENDOR CITY OF PADUCAH, KENTUCKY
BY
TITLE
BY
Gayle Kaer, Mayor
ADDRESS: ADDRESS:
Post Office Box. 2267
Paducah, Kentucky 42002-2267
Agenda Action Form
Paducah City Commission
Nfeeting Gate: October 20, 2015
Short Title: Purchase of One (1) 2016 Ram SSV 4x4 Crew Cab % Ton Pickup
to be used by the Fire Department
®Ordinance ❑ Emergency ❑ Nlunicipal Order ❑ Resolution ❑ Motion
Staff Work By: Randy Crouch, EPW Maintenance Supt.
Kathy Wyatt, EPW Admin Asst. III
Presentation By: Rick Murphy, P.E., City Engineer -Public Works Director
Background Information:
On September 24, 2015; sealed written bids were opened for the purchase of one (1) SSV
4x4 Crept' Cab '/2 'ion Pickup to be used by the Fire Department. Bids were received by
Linwood Motors in the amount of 536,513.00, and by Paducah Ford in the amount of
$36,598.00.
Goal: [_]Strong Econom\ ®Quality Services ❑Vital Neighborhoods []Restored Dom towns
Funds Available: Account Name: Rolling Stock/Vehicles IV is 2-0)
Fleet Lease Trust Fund Finance
Account Number: 071-0210-542-4005 _t�(
Staff Recommendation:
To receive and file the bid and adopt an Ordinance authorizing the Mayor to execute a
contract with Linwood Motors for the purchase of one (1) SSV 4x4 Crew Cab'/'2 Ton Pickup
for use by the Fire Department in the amount of 536,513.00.
Attachments:
Bids, Bid Tab, Advertisement, Proposed Contract
Departs ent {e. City Clerk City N/lanager
ORDINANCE NO, 2015 -10 -
AN ORDINANCE ACCEPTING THE BID FOR SALE TO THE CITY OF ONE
(1) 2016 RAM SSV 4x4 CREW CAB HALF -TON PICKUP TRUCK, AND AUTHORIZING
THE MAYOR TO EXECUTE A CONTRACT FOR SAME
BE IT ORDAINED BY THE CITY OF PADUCAU, KENTUCKY:
SECTION 1. The City of Paducah accepts the bid of Linwood Motors, in the
amount of $36,513.00, for sale to the City of one (1) 2016 Ram SSV 4X4 crew cab half -ton
pickup truck, for use by the Fire Department, said bid being in substantial compliance with bid
specifications, and as contained in the bid of Linwood Motors, of September 24, 2015.
SECTION 2. The Mayor is hereby authorized toexecute a contract with Linwood
Motors, for the purchase of one (1) 2016 4 X 4 crew cab half -torn pickup truck, authorized in
Section 1 above, according to the specifications, bid proposal and all contract documents
heretofore approved and incorporated in the bid.
SECTION 3. This purchase shall be charged to Rolling Stock/Vehicles Fleet
Lease Trust Fund account, account number 071-0210-542-4005.
SECTION 4. This ordinance shall be read on two separate days and will become
effective upon summary publication pursuant to KRS Chapter 424.
iVlayor
ATTEST:
Tammara S. Sanderson, City Clerk
Introduced by the Board of Commissioners, October 20, 2015
Adopted by the Board of Commissioners, October 27, 2015
Recorded by Tammara S. Sanderson, City Clerk, October 27, 2D15
Published by The Paducah Sun,
`'ord`-%pworks\truck-pickup-Fire Dept 10-2015
00`-''J
AGREEMUJ
Paye 1 Ct
CITY OF PADUCAH, KENTUCKY
ENGINEERING -PUBLIC WORKS DEPARTMENT
AGREEMENT TO PURCHASE ONE (1) PICKUP Half -Ton 4x4 SSV
THIS AGREEMENT, made this day of , 20___- by and between the CITY OF
PADUCAH, hereinafter called the OWNER, and Linwood Motors hereinafter called the VENDOR, for the
consideration hereinafter named, agrees as follows:
ARTICLE 1. SCOPE OF WORK
The Vendor shall provide One (1) Pickup Half -Ton 4x4 SSV to be used by the Paducah Fire
Department, in full compliance with the Bid Proposal Dated September 24, 2015 and with this Agreement,
the Specifications and any Addendum(s) issued.
ARTICLE 2. TIME FOR COMPLETION AND LIQUIDATED DAMAGES
The Vendor hereby agrees to commence work under this Contract and to fully complete the
delivery of the aforementioned Vehicle(s) within 120 consecutive calendar days thereafter from the date of
this Agreement.
ARTICLE 3. THE CONTRACT SUM
The Owner agrees to pay the Vendor the following, subject to additions and deductions provided
therein: Thirty Six Thousand Five Hundred Thirteen Dollars ($36,513,Ca) as quoted in the aforementioned
Vendor's Bid Proposal and as approved by the Board of Commissione-s on by Ordinance
ARTICLE 4. PAYMENTS
The Owner will make Payment in full upon satisfactory delivery in accordance with the Contract
Documents and the Specifications. The Payment shall constitute full compensation for the work and
services authorized herein,
ARTICLE 5 GOVERNING LAW
The Parties agree that this Agreement and any legal actions concerning its validity, interpretation
and performance shall be governed by the laws of the Commonwealth of Kentucky. The parties further
agree that the venue for any legal proceeding relating to this Agreement shall exclusively be In McCracken
County. Kentucky.
ARTICLE 6. THE CONTRACT DOCUMENTS
The 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.
VENDOR CITY OF PADUCAH, KENTUCKY
BY _
TITLE
M
Gayle Kaler, Mayor
ADDRESS: ADDRESS:
Post Office Box 2267
Paducah, Kentucky 42002-2267
Agenda Action Form
Paducah City Commission
Meeting Date: October 20. 2015
Short Title: Purchase of kW"2) 2016 4x4 '/2 Ton Pickups to be used by the
LPW Street Division
Ordinance ❑ Emergency ❑ \Municipal Order ❑ Resolution ❑ Motion
Staff \York By: Randy Crouch, EP\\' Mainteriance Shpt,
Kathy Wyatt, EP\v admin Asst. III
Presentation By: Rick \'It1rpl3y, P.E., City Engineer -Public Works Director
Background Information:
On September 17. 2015, sealed written bids were opened for the purchase of two (2) 4x4 '/2
Ton Pickups to be used by the EPW Street Division. Bids were ;•ecei\,ed by Larry Stovesand
Buick GN4C in the amount of 557;792.00; Linwood Motors in the amount of $55;860.00, and
by Paducah Ford in the amount of $53,667,90.
Goal: []Strong Economy ®Quality Services ❑Vital Neighborhoods ❑Restored Downtowis
Funds Available. Account Name: Rolling Stock/Vehicles 1O% /A --
Fleet Lease Trust Fund Finance
,Account ?Number: 071-0210-542-4005
Staff Recommendation:
To receive and file the bid and adopt an Ordinance authorizing the Mayor to execute a
contract with Paducah Ford for the purchase of two (2) 414 lig Ton Pickups for use by the
EP�V Street DiN-ision in the amount of $53.667.90.
Attachments:
Bids, Bid Tab, Advertisement, Proposed Contract
Z
ORDINANCE NO, 2015 -10 -
AN ORDINANCE ACCEPTING THE BID FOR SALE TO THE CITY OF TWO
(2) 2016 4x4 HALF -TON PICKUP TRUCKS, AND AUTHORIZING THE MAYOR TO
EXECUTE A CONTRACT FOR SAME
BE IT ORDAINED BY THE CITY OF PADUCAH, KENTUCKY:
SECTION 1. The City of Paducah accepts the bid of Paducah Ford, in the amount
of $53,667.90, for sale to the City of two (2) 2016 4X4 half -ton pickup trucks, for use by the
Engineering -Public Works Department, said bid being in substantial compliance with bid
specifications, and as contained in the bid of Paducah Ford, of September 17, 2015.
SECTION 2. The Mayor is hereby authorized to execute a contract with Paducah
Ford, for the purchase of two (2) 2016 4 X 4 half half -ton pickup trucks, authorized in Section 1
above, according to the specifications, bid proposal and all contract documents heretofore
approved and incorporated in the bid.
SECTION 3. This purchase shall be charged to Rolling StockNehicles Fleet
Lease Trust Fund account, account number 071-0210-542-4005.
SECTION 4. This ordinance shall be read on tA;o separate days and wil] become
effective upon summary publication pursuant to KRS Chapter 424.
Mayor
ATTEST:
Tam.mara S. Sanderson, City Clerk
Introduced by the Board of Commissioners. October 20, 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\pworksVrucks-pickup-EPW
OD7JJ
AGREEM1AEO
Page 1 o" .
CITY OF PADUCAH, KENTUCKY
ENGINEERING -PUBLIC WORKS DEPARTMENT
AGREEMENT TO PURCHASE TWO (2) 1/z TON 4X4 PICKUPS
THIS AGREEMENT, made this day of , 20T by and between the CITY OF
PADUCAH, hereinafter called the OWNER, and Paducah Ford hereinafter called the VENDOR. for the
consideration hereinafter named, agree as follows:
ARTICLE 1. SCOPE OF WORK
The Vendor shall provide TWO (2) 1/2 TON 4X4 PICKUPS to be used by the Engineering -Public
Works Department, Street Division in full compliance with the Bid Proposal Dated September 17, 2015
and with this Agreement, the Specifications and any Addendum(s) issued.
ARTICLE 2. TIME FOR COMPLETION AND LIQUIDATED DAMAGES
The Vendor hereby agrees to commence work under this Contract and to fully complete the
delivery of the aforementioned Vehicle(s) within 151 consecutive calendar days thereafter from the date of
this Agreement.
ARTICLE 3. THE CONTRACT SUM
The Owner agrees to pay the Vendor the following, subject to additions and deductions provided
therein: Frfty-Three Thousand Six Hundred Sixty -Seven Dollars & Ninety Cents ($53,667.90) as quoted in
the aforementioned Vendor's Bid Proposal and as approved by the Board of Commissioners on
by Ordinance #
ARTICLE 4, PAYMENTS
The Owner will make Payment in full upon satisfactory delivery in accordance with the Contract
Documents and the Specifications. The Payment shall constitute full compensation for the work and
services authorized herein.
ARTICLE 5. GOVERNING LAW
The Parties agree that this Agreement and any legal actions concerning its validity, interpretation
and performance shall be governed by the laws of the Commonwealth of Kentucky. The parties further
agree that the venue for any legal proceeding relating to this Agreement shall exclusively be in McCracken
County, Kentucky.
ARTICLE 6. THE CONTRACT DOCUMENTS
The 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.
VENDOR CITY OF PADUCAH, KENTUCKY
BY _
TITLE
ADDRESS:
BY
Gayle Kaler, Mayor
ADDRESS:
Post Office Box 2267
Paducah, Kentucky 42002-2267
Agenda Action Form
Paducah City Commission
Meeting Date: 10/20/2015
Short Title: Enterprise Resource Planning Software — Additional Consultant
Services
®Ordinance ❑ Emergency ❑ Municipal Order ❑ Resolution ❑ Motion
Staff Work By: G. Mueller, S. Kyle, J. Perkins, A. Herndon, A. Copeland
Presentation By: G. Mueller
Background Information: The City of Paducah has contracted with the
management consulting finn Plante & Moran, PLLC to assist with the creation
and evaluation of an RFP to replace the City's Sungard (HTE) software system.
The following contractual services have been provided by Plante & Moran to
the City as authorized by Ordinance 2014-9-8185:
1. Conducted an ERP Needs Assessment — This assessment included
the current state of software and IT infrastructure, review of
current city departmental processes, and identification of future
city ERP software needs.
2. ERP RFP Preparation — Based on the information collected in the
Needs Assessment, developed an RFP that allowed the City to
evaluate vendor responses based on defined selection criteria and
weighting factors.
3. ERP Solution Selection — Assisted the City in conducting due
diligence activities such as proposal response analysis, vendor
demonstrations, reference checking
The agreement for the original 3 phases was for a not to exceed cost of
$70,840.00. To date, the city has paid Plante & Moran $68,087.97 for their
services.
City staff is nearing completion of the above 3 phases of the RFP process and as
a result have selected a preferred ERP software vendor. The next (4`h) phase of
the project will be to negotiate a contract and develop a Statement of Work with
the ERP software vendor.
The Statement of Work is an important and highly detailed document that
Agenda Action Form
Page 2
identifies:
1. Technical Requirements — hardware, software, data conversions,
interfaces, workflows, etc
2. Vendor Deliverables
3. Vendor Staff Roles and Responsibilities
4. City Staff Responsibilities and Assignments
S. Implementation Phases and Scheduling
6. Testing
7. Training
8. Go Live Preparations
City staff would like to expand the project scope to include services performed
by Plante & Moran to assist the City with contract negotiations and the
development of the Statement of Work. Costs for this additional phase will
have a not to exceed cost of $18,400.00 and the City Nvill only be billed for
hours incurred.
City Staff will present the current status of the ERP project prior to the
introduction of this Ordinance.
Goal: ❑Strong Economy ® Quality Services❑ Vital Neighborhoods[—] Restored Downtowns
Funds Available: Account Name: EQ0022 Software Upgrade � �' � f✓ '�Z�J
Account Number: Finance
Staff Recommendation: Adopt an ordinance authorizing the Mayor to execute
an agreement with Plante & Moran for additional Enterprise Resource Planning
Consultant Services to assist with contract negotiations and the development of
a Statement of Work. A copy of the original contract for phases 1, 2, and 3 is
available for review in the City Clerk's office.
Attachments: ERP Continuation Engagement Letter
Department Head
City Clerk
��ityManager
ORDINANCE NO. 2015 -10 -
AN ORDINANCE OF THE CITY OF PADUCAH, KENTUCKY,
APPROVING AN ENGAGEMENT LETTER FOR ADDITIONAL CONSULTING
SERVICES WITH PLANTE MORAN, AND AUTHORIZING THE MAYOR TO
EXECUTE SAID ENGAGEMENT LETTER
BE IT ORDAINED BY THE BOARD OF COMMISSIONERS OF THE CITY
OF PADUCAH, KENTUCKY:
SECTION 1, That the City of Paducah hereby approves an Engagement Letter
with Plante & Moran, for additional consulting services in an amount not to exceed $18,400 to
assist city staff in conducting contract negotiations, developing a statement of work and assisting
in the preparation of all contract -related documents for the Enterprise Resource Planning
Soffivare and authorizes the Mayor to execute an agreement for same.
SECTION 2. Funding for this expenditure shall be charged to project account
EQ0022.
SECTION 3. Severabilily. 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 4. 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
Corrunission 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 5. 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 effect.
SECTION 6. 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 20, 2015
Adopted by the Board of Commissioners, October 27, 2015
Recorded by Tammara S. Sanderson, City Clerk, October 27, 2015
Published by The Paducah Sufi,
lord`,infosvcs`,engagement letler —add'l consulting services—ERP services
Plante
moran
October 15, 2015
Mr. Greg Mueller
Director of Information Technology
City of Paducah
300 S 5th St.
Paducah, KY 42003
Dear Greg,
Plante & Moran, PLLC
27400 Northwestern Highw&
P.O. Box 3G7
Scuthse!d. M1 48037-03C7
Tel. 243.352 2500
Fax: 248 31_2.00^,e
plan!emcrar, com
Plante Moran is currently assisting the City of Paducah in a software selection project that had
an optional phase of assisting with contract negotiations and the development of a Statement of
Work. The City would now like to explore our assistance with those services.
Scope of Services
The City would like to expand on the project that was performed by Plante Moran for ERP
Consulting Services. The expansion of the project scope will require the following additional
activities to be performed by Plante Moran to cover this expanded scope of work:
• Conduct contract negotiations including development of the statement of work (SOW)
Project Staffing
Staffing for the additional work required for conducting contract negotiations, developing a
statement of work, and assisting in the preparation of all contract -related documents for Council
approval will be provided by Ms. Laurie Hoose and Ms. Alexandra Colletti who were the Plante
Moran consultants working for the City during the software selection phase of the project.
Contract negotiation assistance will also be provided by Mr. Denris Bagley from Plante Moran
who is very experienced in negotiating software contracts.
Project Fees
Plante & Moran anticipates performing this work as an expansion to our existing software
selection contract with the City. Our fee for this engagement can be summarized as follows
based on our agreed to rate of $230/hr that is inclusive of all travel and incidental expenses.
The expansion of the project scope will have a not to exceed price of $18,400 and the City will
only be billed for hours incurred.
Accordingly, our invoices, which will be rendered as services are provided are due when
received. In the event an invoice is not paid timely, a late charge in the amount of 1.25 percent
per month will be added, beginning 30 days after the date of the i7voice.
Mr. Greg Mueller
City of Paducah, KY
October 15, 2015
Paqe 2
We appreciate the opportunity to be of continued service to the City of Paducah. If you are in
agreement with our understanding of this engagement, as set forth in this engagement letter,
please sign the enclosed copy of this letter and return it to us. If you have any questions, please
do not hesitate to call me at (248) 223-3447.
Very truly yours,
Plante & Moran, PLLC
. 1
E. Scott Eiler, Partner
27400 Northwestern Highway
Southfield, M 148037
248-223-3447
Scott.Eiler@plantemoran.com
Agreed and Accepted
We accept this engagement letter between the City of Paducah, KY and Plante & Moran, PLLC
with respect to the services specified in the Scope of Services section of this engagement letter.
Gayle Kaler, Mayor
City of Paducah, KY
Date
pla
4<-�----
moran
102
ORDINANCE NO. 2014-9-8185
AN ORDINANCE OF THE CITY OF PADUCAH, KENTUCKY,
APPROVING AN AGREEMENT FOR ENTERPRISE RESOURCE PLANNING
CONSULTANT SERVICES; AND AUTHORIZING THE EXECUTION OF SAID
CONTRACT
WHEREAS, the City of Paducah has reached a point in its current Enterp ise
Resource Planning (ERP) software lifecycle that require us to evaluate upgrading or replacing
our Sungard (formerly HTE) system in order to meet the city's changing business needs; and
WHEREAS, as city staff members began to collect software options and pricing
from our current ERP software provider (Sungard) it became apparent this project will be
expensive, time consuming, technologically complex and will impact every city department; and
WHEREAS, a Request For Proposal process is the best tool to ensure the City
receives the most cost effective ERP software solution that meets our current and future needs;
and
WHEREAS, the management consulting firm Plante & Moran, PLLC has in its
employ, persons experienced to assist with the creation and evaluation of the RFP; and
contract.
WHEREAS, the City desires to approve and authorize the Mayor to execute the
BE IT ORDAINED BY THE BOARD OF COMMISSIONERS OF THE CITY
OF PADUCAH, KENTUCKY:
SECTION 1. That the City of Paducah hereby approves an Agreement w ifn
Plante & Moran, for consulting services to assist with the creation and evaluation of the Request
for Proposals for the upgrading or replacement of the City's current Sungard system in an
amount not to exceed $70,840.008 and authorizes the Mayor to execute an agreement fer same.
EQ0022.
SECTION 2. Funding for this expenditure shall be charged to project account
SECTION 3, 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 4. Compliance With Open Meetings Laws. The City Commission
hereby finds and determines that all formal actions relative to the adoption of this Ordin2nce
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 5. 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 effect.
103
SECTION 6. Effective Date. This Ordinance shall be read on two separate days
and will become effective upon summary publication pursuant to KRS Chapter 424.
h 1,:,611W
Mayo
ATTEST:
Tammara S. Sanderson, City Clerk
Introduced by the Board of Commissioners, September 2, 2014
Adopted by the Board of Commissioners, September 16, 2014
Recorded by Tammara S. Sanderson, City Clerk, September 16, 2014
Published by The Paducah Sun, September 23, 2014
1ord\iofosvcs\contract-consulting services -HTE software