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