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HomeMy WebLinkAboutCCMPacket2013-08-06ROLL CALL CITY COMMISSION MEETING AGENDA FOR AUGUST 6, 2013 5:30 P.M. INVOCATION — Steve Cunningham of Father's House of Paducah PLEDGE OF ALLEGIANCE ADDITIONS/DELETIONS I. MUNICIPAL ORDERS A. Request to Transfer $265,000 from the General Fund Reserve to the Riverfront Development Project Account — R. MURPHY II. CITY MANAGER REPORT IH. COMMISSIONER COMMENTS IV. PUBLIC COMMENTS V. EXECUTIVE SESSION Agenda Action Form Paducah City Commission Meeting Date: August 6, 2013 Short Title: Request to Transfer $265,000 from the General Fund Reserve to the Riverfront Development Project Account. ❑Ordinance ❑ Emergency Z 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 July 25, 2013, MAC Construction & Excavating, Inc., (MAC) the contractor for the Riverfront Project Phase 1-A Project, expressed concerns regarding possible unstable soil conditions in the riverbed of the Ohio River beneath the Gangway structures. The soil conditions at the Gangway pile tip plan elevations are not suitable for the bearing capacities needed for the structures and require the Gangway Piles to be driven deeper into the riverbed approximately 15 additional feet. At this time, the plan quantities of the pipes for Gangway Support Structures A, B and C piles are on-site. Therefore, MAC has proposed to utilize a portion of the existing on-site materials designated for Gangway Pile C to extend the length of Gangway Pile A and B as needed to reach the required stable soil depth. This would enable MAC to immediately install Gangway Pile A and B without delay. To complete Gangway Pile C, MAC will expedite the re -supply of the on-site materials used in order to not experience any avoidable delays. At this time, the actual amount of additional piles and the associated work is unknown. In order to have a complete understanding of -the maximum cost that could- ultimately be borne by the City, MAC was asked to prepare a cost estimate that could identify the maximum associated costs for this additional work. A cost estimate of approximately $265,000 has been given by MAC as a worst-case scenario for all associated total costs. Nevertheless MAC has agreed to be compensated for the actual labor, equipment and materials that are utilized to execute the additional extensions of the Gangway support structures. During this time, MAC will be monitored by the City Engineer -Public Works Director as each gangway pile is constructed in order to account for the actual additional time and materials incurred. Upon completion of the work, a Change Order in the amount of the actual incurred costs will be submitted to the Mayor and Commission for approval. It is our desire that the final additional amount actually be less than this amount requested. Therefore, given the project circumstances and to avoid further delays associated with the construction of this project, we are requesting that additional monies be allocated from the general Fund Reserve to the Riverfront Development Project to cover the additional work required on the Gangway Piles. Upon completion of this additional work, any unused portion of the transferred funds will be returned to the General Fund Reserve. Agenda Action Form Page 2 Goal: NStrong Economy ®Quality Services []Vital Neighborhoods ®Restored Downtowns Funds Available: Account Name: Riverfront Development Phase I -A, Gangway Piles and Mass Fill Finance Account Number: 040-3315-532-2307 DT0015 Staff Recommendation: To adopt a Municipal Order authorizing and directing the Finance Director to transfer $265,000 from the General Fund to the Riverfront Development Project Account to cover the additional work required on the Gangway Piles for the Riverfront Phase 1-A Project. Attachments: Breakdown of Associated Costs for Additional Gangway Piles submitted by MAC construction & Excavating, .Inc. MUNICIPAL ORDER NO. A MUNICIPAL ORDER AUTHORIZING AND DIRECTING THE FINANCE DIRECTOR TO TRANSFER $265,000 FROM THE GENERAL FUND RESERVE TO THE RIVERFRONT DEVELOPMENT PROJECT WHEREAS, additional monies are required due to unforeseen project costs associated with imperfect soil conditions beneath the relocated gangway structures; and WHEREAS, the City Engineer -Public Works Director will monitor the additional work for time spent by contractor to provide assurance of necessary contractor time needed for the additional work; and WHEREAS, any portion of the transferred funds unused will be returned to the General Fund Reserve. BE IT ORDERED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. The Finance Director is hereby authorized and directed to transfer $265,000, from the General Fund Reserve to the Riverfront Development Project. Any portion of the $265,000 unused will be returned to the General Fund Reserve. SECTION 2. This Order shall be in full force and effect from and after the date of its adoption. Mayor ATTEST: Tammara S. Sanderson, City Clerk Adopted by the Board of Commissioners August 6, 2013 Recorded by Tammara S. Sanderson, City Clerk, August 6, 2013 \mo\BT- Riverfront Development Project 2013 Angela Weeks From: Rick Murphy Sent: Thursday, August 01, 2013 11:19 AM To: Glenn Jones Cc, Angela Weeks, Wally Thompson, Rusty Crosier;. Mary Henton; Jeff Pederson, Jon Perkins Subject: RE: Breakdown for additional 36 in Piling lengths Attachments: Breakdown Cost for added 36 in piles.pdf Glenn As per your request, and given the current situation of Gangway Support Structures A, B and C's piling supports needing to be extended into the soil that will limit these structures from future differential settlement, and based on our lengthy discussion via teleconference this AM, on behalf of the City of Paducah, I agree with MAC Construction's plan to order the Materials as outlined on the attachment. Additionally I agree the "Top Plates" associated with Gangway Support Structure C's upper pile member designated as "A3" are to be removed to enable immediate use of this on-site piling material to utilized for the purpose of extending the lower portions of Gangway Support Structures A, B and C as needed. Please be advised that this e-mail is an authorization to MAC Construction to expedite the resupply the on-site materials used to extend the lower portion of pile structures A, B and C only in order that the project NOT experience ANY avoidable delays. Notwithstanding, per our aforementioned teleconference this AM, MAC Construction and the City tentatively agreed that MAC's estimate as it relates to the additional "Labor and Equipment" expenses to extend these structures was to establish a conservative cost estimate that potentially could be borne by the City, NOT necessarily to establish a fixed cost and/or a total compensation expectation to MAC Construction . Therefore, we agreed that it was in the interest of both parties that MAC and the City to pursue "Labor and Equipment" based on actual time to execute the subject extensions for the gangway supports structures. If you agree the summary outlined above is representative of our concluding our teleconference this AM, please advise. Thank You, RICK MURPHY, P.E. CITY ENGINEER & PUBLIC WORKS DIRECTOR CITY OF PADUCAH Please Change Your Records For My E-mail Address To: rmurphynpaducahky.gov Office: (270) 444-8511 Fax: (270) 444-8689 Mailing Address: P.O. Sox 2267 Paducah, KY 42002-2267 Physical Address: 300 South 5`" Street Paducah, KY 42003 From: Glenn Jones[mailto:Glen nJamacconstruction.com] Sent: Wednesday, July 31, 2013 3:21 .PM To: Rick Murphy Cc: Angela Weeks; Wally Thompson; Rusty Crosier; Mary Henton Subject: Breakdown for additional 36_in Piling: lengths Rick, Attached is our cost breakdown for the . additional 36"- pile. lengths. We are presentlyscheduled-to"start"cutting gangway -C top pife pieces for use its compfeting gangwayA torviorrow'as we all discussed yesterday. Please confirm we are still approved proceed with this procedure. Any questions please contact us. Thanks, Gfmoows Project Manager MAC Construction & Excavating, Inc. Office (812) 941-7895 Fax (812) 941-5337 glenni@macconstruction.com f� /u��ti IP✓�•a�rr�nf /ramie A,4 Tally Sheet Page 1 A- 114�&Clll 725 wG/C4j Tally Sheet I — Gangway A $ 77,832.45T�� Gangway B $ 86,705.33 i Gangway C $ 96,430.82 $ 260,968.60 on $ 3,914.53 TOTAL j 1 $ 264,883.13 Page 1 A- 114�&Clll 725 wG/C4j fid• 00000 I ry �r� F fn 'a CL w 0. N $ O r N t0 0 000 00 COO�OON OO CA M O O 0 0 0 O O6)aO ti r N N•rr O r 0 0( Q 0 O Oi O O ui 0 O O 0 c) ' x .. (D(3)OON O O 0 00 O Q ooaa000 0 0 6 0 0 0 0 o t�OGCV 00C d'CAO F O T 000 0 0 0 0 0 0 0 0 0 >.ui N O O N O 0 0 � 3 NN0(V NNr w01 �. 00000 l,.. 00000 F co 00 n� • Z r, VY a a . 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