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Home My WebLink AboutCCMPacket2013-08-13ROLL CALL CITY COMMISSION MEETING AGENDA FOR AUGUST 13, 2013 5:30 P.M. INVOCATION — Alvin Moore, Elder -- Father's House of Paducah PLEDGE OF ALLEGIANCE ADDITIONSIDELETIONS L ;MINUTES II. APPOINTMENTS III. INIOTIONS A. R & F Documents IN'. MUNICIPAL ORDERS A. Personnel Changes B. 2014 Kentucky Litter Abatement Program Application — R. MURPHY V. ORDINANCES -- ADOPTION A. Management Agreement between the City and Joint Sewer Agency for Information Technology Services —G. MUELLER B. Create Roof Stabilization Program — S. ERVIN C. Purchase of Police Interceptor Vehicles for use by the Police Department — R. MURPHY D. Purchase Rollout Containers — R. \MURPHY E. Carson Center Contract for Set -vices CITY 1IGR PEDERSON 11. ORDINANCE — INTRODUCTION I A. KLC Premiums for Liability, Workers' Compensation and Property - C. IIEDFORD ! B. Horne 2012 House #6 — 1322 Madison Street — S. ERVEN C. 2412 Fire Prevention and Safety Award Extension - S. ERVIN D. Change Order #1 for the Riverfront Redevelopment Project Phase I -A; Piles and Mass Fill, for Demolition of the Executive Inn Concrete Slab for use as Mass Fill - R. MirRPIIY E. Purchase of Solid Waste Dumpsters for FY2013-2014 - R. NIURPHY F. Purchase of a Trommel Portable Screening Plant for Use at Compost Yard R. MURPHY G. Contract for Services: 1) Paducah Area Transit -- CITY MGR PEDERSON 2) Barkley Regional Airport - CITY NIGR PEDERSON 3) Paducah Junior College, Inc - Paducah School of Art Funding - CITY i1IGR PEDERSON 4) Paducah Junior College, Inc. _ Community Scholarship Program - CITY NIGR PEDERSON VII. CITY MANAGER REPORT VIII. COMNIISSIONER CONLNIENTS IY. PUBLIC COMMENTS Y. EXECUTIVE SESSION AUGUST t3, 2013 I move that the following documents, bids, and proposals be received and filed: DOCUMENTS Insurance Certificates: a) Asplundh Tree Expert Co. b) Kirk Timpe DBA: Big Ed's Concrete c) Trees, Inc. Memorandum of Understanding and Lease Agreement between NIACCO Organiques Incorporated; Greater Paducah Economic Development Council, Inc; Paducah -McCracken County Industrial Development Authority; McCracken County, Kentucky; and the City of Paducah, Kentucky for an economic development project (ORD. 4 2013-04-8026) Agreements/Contracts: a. Agreement with Westlake Reed Leskosky for the Columbia Theater Concept Study (ORD # 2013-06-8043-A) b. Renewal agreement with North American Salt CO., A Compass Minerals CO., for Bulk tee Control Rock Salt (ORD 9 2012-10-7981) c. Grant agreement with the Commonwealth of Kentucky, Department for Local Government for Community Development Block Grant funds for the Four Rivers Recovery Center (ORD 0 2013-06-8039) d. Amendment to agreement with the Kentucky Transportation Cabinet for the Greenway Trail Phase 11 (ORD 9 2010-01-7648) e. Agreement with Four Rivers Behavioral Health, LLC. for administration services for the CDBG for Four Rivers Recovery Center (ORD Y 2013-06-8039) f. Contract with Crowdus Maintenance and Cleaning Services for cleaning services at the Robert Cherry Civic Center (ORD 4 2009-07-7581) FY2014 Contracts for Services Executed by the City Manager a. Dafford Murals b. Uppertown Heritage Foundation c. Yeiser Art Center d. Paducah Symphony Orchestra, Inc. e. River Heritage Museum f. National Quilt Museum g. Market House Theatre h. Paducah Concert Band 5. City of Paducah Financial Report for period ending Nlay 3 L 2013 Paducah Water Financial Highlights for June 30, 2013 Kentucky Justice and Public Safety Cabinet — Statement of Action Grant Award for 2013/2014 LSF DUI Enforcement Project (ORD # 2013-07-8046) Deed between City of Paducah and Burford Wilson for land located at 1423 Walter Jetton Boulevard (NIO # 1730) Residential Anti -Displacement and Relocation Assistance Plan, and Procurement Code for the Recovery Center Community Development Block Grant Program (N[O # 1733) BIDS Planning Department L Bids for new construction of home at 1322 Madison Street a. D&D Constriction Co. b. Jim Steele Construction* c. Elliott Construction Engineering -Public Works Department 1. Bids for Trommel Portable Screening Plant a. Ohio Machinery DBA: Ohio CAT - Cotumbus, Ohio PROPOSALS 1. Proposal for Audit and Professional Services by Kemper CPA Group, LLP for Fiscal Years June 30,2013-2016* 2. Proposal for Audit and Professional Services by Williams. Williams & Lentz, LLP for Fiscal Years 20 t 3-2016 * Accepted Bid CITY OF PADUCAH August 13, 2013 Upon the recommendation of the City Manager, the Board of Commissioners of the City of Paducah order that the personnel changes on the attached list be approved. is Signature CITY OF PADUCAH PERSONNEL ACTIONS August13,2013 TERMINATIONS - PART-TIME IP/TI/TEMPORARY/SEASONAL POSITION REASON PARKS SERVICES Dial, Krystal L. Pool Attendant Seasonal / Temporary EPW - FLOODWALL Taylor, Gregory L. EPW - STREET Kelly Jr, John G. POLICE Berry, James O. Obermark, Brent A. PARKS SERVICES Milan, Terry Wallace, Michael L. FINANCE Henderson, Ebone' C. TERMINATIONS • FULL-TIME (FIT) POSITION REASON Floodwall Operator Retirement EFFECTIVE DATE July 17, 2013 EFFECTIVE DATE August 30, 2013 Concrete Finisher Resignation July 19, 2013 Chief of Police Resignation August 9, 2013 Patrolman Retirement July 31, 2013 PAYROLL ADJUSTMENTSITRANSFERSIPROMOTIONSITEMPORARY ASSIGNMENTS PREVIOUS POSITION CURRENT POSITION NCS/CS FLSA EFFECTIVE DATE AND BASE RATE OF PAY AND BASE RATE OF PAY Park Ranger Park Ranger NCS Non -Ex August 1, 2013 $8.00/Hr $8.25/Hr Park Ranger Park Ranger NCS Non -Ex August 1, 2013 $8.00/Hr $8.25/Hr NEW HIRE - FULL-TIME IFM POSITION RATE Account Clerk $12.98/Hr NCS/CS FLSA EFFECTIVE DATE NCS Non -Ex September 3, 2013 Agenda Action Form Paducah City Commission Meeting Date: August 27, 2013 Short Title: 2014 Kentucky Litter Abatement Program Application ❑ Ordinance ❑ Emergency ® Municipal Order ❑ Resolution ❑ Motion Staff Work By: Pam Souder, Audra Herndon, Cheryl Meadows Presentation By: Rick Murphy Background Information: The Kentucky Division of Waste Management (DN/1W) provides funds across that commonwealth to local jurisdictions for litter abatement. The litter abatement award amount is based on a street mileage formula with Paducah having 250 miles. This past year DNI' awarded the Engineering/Public Works $15,058.68 for their Street Litter Abatement Program. It is the desire of the Engineering/Public Works Department to submit an application to KY Division of Waste Management for 2013/2014 Litter Abatement Award. It is anticipated an award of approximately $ t>,000. This award requires no local cash or in-kind match. If the Commission desires the Engineering/Public Works to submit an application it must authorize and direct the Mayor to sign all documents. Goal:❑ Strong Economy ® Quality Services ❑ Vital Neighborhoods ❑ Restored Downtowns Funds Available: Account Name: Public Works -Solid Waste � Account Number: Finance Project Number: Staff Recommendation: Approval --PriLr/rt/ Department Head City Clerk Ciry Manager MUNICIPAL ORDER NO. A :SIUNIC0PAL ORDER AUTHORIZING THE APPLICATION FOR .A 2014 KENTUCKY LITTER ABATEMENT GRANT THROUGH THE KENCUCKY DN[SION OF WASTE ivl.ArNAGE%IENT FOR THE ENGLNEERENG/PUBLIC WORKS DEPARTMENT STREET & STREET SIDE LITTER ABATEMENT PROGRAMS BE IT ORDERED BY THE CITY OF PADUCAH. KENTUCKY: SECTION L The Mayor, or his designee. is hereby authorized to exteute an application for a 2014 Kentucky Litter .Abatement Progrmn grant through the Kentucky Division of Waste Management Cot the Engineering/Public Works Department s Street and Street Side Litter. Abate mens programs. The grant amount will he based on a formula usin_ the total number of street allies within the City. No local cash or In-kind match is required. SECTION 2. This order will be in full forceand effect from and after the date of its adoption. MdV m .ATTEST. Tannnara S, Sanderson. City Clerk .Adopted by the Board of Comntissioners..August 13. 2013 Recorded b� Tammara S. Sanderson. City Clerk. August 13. 2013 mot_ranu` Later :Abatement 2014 Agenda Action Form Paducah City Commission Meeting Date: 7123/13 Short Title: Management Agreement for Information Technology Services ®Ordinance ❑ Emergency ❑ Municipal Order ❑ Resolution ❑ Motion Staff Work By: Greg Mueller and John Hodges Presentation By: Greg Mueller Background Information: The City of Paducah and Joint Sewer Agency jointly fund and manage Information Technology (IT) services. The attached agreement identifies the responsibilities of both participating agencies. Goal: ❑Strong Economy 1Z Quality Services❑ Vital Neighborhoods[] Restored Downtowns Funds Available: Account. Name: Account [Number: Finance Staff Recommendation: Authorize the Mayor to execute an agreement for the management agreement. Attachments: "Management Agreement between the City of Paducah and Paducah McCracken County Joint Sewer Agency for information Technology Services" Department Head City Clerk City Manager Agenda Action Form Paducah City Commission Meeting Date: July 23, 2013 Short Title: ROOF STABILIZATION ASSISTANCE PROGRANI Ordinance ®Emergency ❑ Municipal Order ❑ Resolution ❑ Staff Work By: Stephen Ervin Presentation By: Stephen Ervin Background Information: The intent of this agenda item is to adopt an ordinance establishing the Roof Stabilization Assistance Program. Property owners within a defined area (Map#L) will be eligible to apply for financial assistance that shall not exceed 50% of the construction costs or 50% of the fiscal year stabilization funds. Impetus for the program comes from the realization that roof stability is key to preserving building assets in the program area. The ordinance directs the Director of Planning to administer the program and grants authority tc the Urban Renewal & Community Development Agency (URCDA) to oversee the allocation of funds up to $50,000. The Ordinance further defines procedures for emergency roof repair by the City of Paducah. The City Commission shall review all emergency roof repair requests in excess of $20,000. Funding for this program was proposed and approved the in the 2013/2014 City budget. The amount of $50,000 was appropriated from the investment fund. Approximately $85,000 will be transferred from the former fagade Loan fund, resulting in a total of $135,000 available for the first year of the program. Funds Available: Account Name: Roof Stabilization Finance Account Number: 040-4411-592.23-07 Motion: Attachments Agenda Action Form Paducah City Commission Meeting Date: July 23, 2013 Short Title: Purchase of Three (3) Ford Police Interceptor Vehicles for use by the Police Department utilizing the Kentucky State Contract ®Ordinance ❑ Emergency ❑ Municipal Order ❑ Resolution ❑ Motion Staff Work By: Angela Weeks, Engr-Pub Works Proj Mgr Neat Ford, EPW Fleet Supervisor Presentation By: Rick Murphy, P.E., City Engineer -Public Works Director Randy Crouch, EPW Maintenance Supt. Background Information: In accordance with the adopted budget, 3 new Police Interceptor pursuit vehicles for use by the Police Department were authorized to be purchased utilizing the Fleet Lease Trust Fund. The authorized Kentucky State Contract vendor for the 2013 Ford Police Interceptor vehicles is Crossroads Ford Lincoln, Inc. in Frankfort, KY, who quoted a price of $90,707.01 for the three police vehicles, which is $30,235.67 per vehicle. This amount is within the proposed budgeted amount of $93,000. The Kentucky Master Agreement number is MA 4758-1200000522-1 Goal: ❑Strong Economy ®Quality Services ❑Vital Neighborhoods ❑Restored Downtowns Funds Available: Account Name: Rolling Stock/Vehicles 7 - j h - Fleet Lease Trust Fund Finance Account Number: 071-0210-542-4000 Staff Recommendation: To authorize the purchase of three (3) 2013 Ford Police Interceptor vehicles for use by the Police Department from Crossroads Ford Lincoln, Inc., at the total quoted price of $90,707.01. Attachments: Quote ADepart nt d City Clerk City Manager Agenda Action Form Paducah City Commission Meeting Date: July 23, 2013 Short Title: Purchase of Roll -Out Solid Waste Containers for use by the EPW-Solid Waste Division utilizing the Kentucky State Contract ®Ordinance ❑ Emergency ❑ Municipal Order ❑ Resolutiori ❑ Motion Staff Work By: Chris Yarber, EPW Operations Mgr Pain Souder, EPW Admin Asst III Angela Weeks, EPW Proj Mgr Presentation By: Rick Murphy, P.E., City Engineer -Public Works Director Background Information: The EPW-Solid Waste Division is in currently need of new 96 -gallon Solid Waste Roll -Out containers for distribution to the citizens of Paducah for solid waste pick-up. The authorized Kentucky State Contract vendor for this type of collection container is Toter, Inc., located in Statesville, NC. Toter has quoted a unit price of $45.85 for each roll-out, along with $2,000 for freight. An initial order of 1,048 green and 200 blue (ADA) Solid Waste Roll -Out Containers, including freight and stamp die charges will total $59,220.80. The 2014 FY Budget allocated $80,000 for the purchase of Solid Waste Roll -Outs and necessary accessories. Therefore, in order to allow the purchase of additional roll -outs, lids and fittings as required throughout the fiscal year, we are requesting that authorization be given to allow purchases from Toter, Inc., in an amount not to exceed the FYZ014 Budgeted amount of $80,000. The Kentucky Master Agreement number is MA 758-1100000312-3 Goal: ❑Strong Economy ®Quality Services ❑Vital Neighborhoods ❑Restored Downtowns Funds Available: Account Name: EFW - Solid Waste Account Number: 0502209-531-421 ;LF:inance 7-18-/3 Non -Rolling Stock/Equipment - Other Staff Recommendation: To adopt an Ordinance authorizing the purchase of Solid Waste Roll -Out containers, along with lids and fittings, for use by the EPW-Solid Waste Division during the 2013-2014 fiscal year from Toter, Inc., in an amount not to exceed the budgeted amount of $80,000. Attachments: Toter, Inc., - Quote r /Dejpam4ent�. ad City Clerk City Manager Agenda Action Form Paducah City Commission Meeting Date: July 23, 2013 Short Title: Contract with Luther F. Carson Four Rivers Center ®Ordinance ❑ Emergency ❑ Municipal Order ❑ Resolution ❑ Motion Staff Work By: Presentation By: Background Information: Claudia Meeks Jeff Pederson, City Manager As part of the Investment Fund Decision Items for FY2014, the Commission approved appropriation of funding for the Luther F. Carson Four Rivers Center in the amount of $66,685 When the City provides funds to any organization, we prepare a simple Contract For Services agreement that describes the public services the organization will provide as a result of receiving the city funds. Goal: ❑Strong Economy ® Quality Servicesr] Vital Neighborhoods[:] Restored Downtowns Funds Available: This expenditure was appropriated in the FY2014 Budget. Account Name: Investment Fund 7- I Account Number: 004-0401-536-8061 �6Finance Staff Recommendation: Authorize the Mayor to enter into a one-time Contract For Services with the Luther F. Carson four Rivers Center in the amount of $66,685. Attachments: Ordinance Contract Department Head City Clerk City Manager Agenda Action Form Paducah City Commission Meeting Date: August 13, 2013 Short Title: Accept proposed premiums from the Kentucky League of Cities for Workers' Compensation, Liability Insurance and Property Insurance Coverage. Total cost of all premiums is $941,284. ®Ordinance ❑ Emergency ❑ Municipal Order ❑ Resolution ❑ Motion Staff Work By: Cindy Ntedford Presentation By: Cindy Medford Background Information: Each year the City of Paducah receives from the Kentucky League of Cities the invoices for payment of premiums to cover these areas. Total Fiscal Year 2013-2014 (FY 2014) premiums are for the following: (1) Workers' Compensation $306,525, (2) Liability Insurance $502,448, (3) Property Insurance Coverage $132,31 L J. Carroll Convention Center to reimburse $32,960 for property and $3,098 for liability expenses associated with coverage of Expo and Convention Center in absence of executable hotel lease agreement. Goal ®Strong Economy ® Quality Services❑ Vital Neighborhoods[] Restored Downto�%ns Funds Available: Account Name: Insurance Fund�� (l� Account Number: 072 Finance Staff Recommendation: That the Nlayor and Commission approve the proposed premium rates for Workers' Compensation, Property and Liability insurance from the Kentucky League of Cities for FY 2014, Attachments: Premium Invoices for Workers' Compensation, Liability and Property Insurance. Department Head City Clerk City Manager ORDINANCE NO. 2013 -8 - AN ORDINANCE AUTHORIZING THE FINANCE DIRECTOR TO PAY KENTUCKY LEAGUE OF CITIES FOR WORKERS' COMPENSATION. LLABILITY INSURANCE, AND PROPERTY INSURANCE COVERAGE FOR THE CITY OF P.ADUCAH BE IT ORDAINED BY THE CITY OF PADUCAH. KENTUCKY: SECTION 1. That the City of Paducah hereby authorizes the Finance Director to pay Kentucky League of Cities in the total amount of S()4 1.284 for Workers' Compensation, Liability Insurance. and Property Insurance Coverage for the City of Paducah for Fiscal Year ending June 30. 2014, for the following policies: .recount Workers' Compensation 33O652i.0O Liability Insurance 7 3502.443.00 Property InsuranceI $132.311.00 SECTION 2. This expenditure shall be charged to the Insurance Fund SECTION 3. This ordinance shall be read on to o separate days and will become effecme upon summary publication pursuant to KRS Chapter 424 flavor ATTEST: Tamviara S. Sanderson, City Clerk Introduced by the Board of Commissioners. Auaust 13. 2013 Adopted by the Board of Conunisstoners. August 27. _1013 Recorded by Tanhmam S. Sanderson, City Clerk, August 27.'_013 Published by The Paducah Sun. \orcDpers\insurance — kk fy2O14 1 <`. C__ DF '"r KENTUCKY LEAGUE OF C IES F.E.I.N. 61-1238903 Telephone: (800) 8764552 (859) 977-3700 City of Paducah P. O. Box 2267 Paducah, KY 42002 Workers' Compensation Invoice Make check payable and mail to: Kentucky League of Cities Insurance Services P.O. Box 34106 Lexington, KY 40588 Invoice Number: W5429-011160 -0 Date: 5/16/2013 Policy Number and Description Amount Policy Period: 71112013-71112014 Policy Number: W5429-011160 $ 306,525 A 5% late charge will be assessed on all late payments. Unless Payment is received when due, coverage provided by this policy may be cancelled for non-payment retroactive to the beginning of the policy inception date. Amount Due By 7116/2013 $ 306,525 Peel & Holland (Riley) PO Box 427 Benton, KY 42025 'Retain This Copy For Your Records." A S� 2VICr CF Tuc KENTUCKY LEAGUE OF CITIES F.E.I.N. 61-1238903 Telephone: (800) 876.4552 (859) 977-3700 Liability Invoice Make check payable and mail to: Kentucky League of Cities Insurance Services P.O. Box 34108 Lexington, KY 40588 City Of Paducah P. O. Box 2267 Paducah, KY 42002 Invoice Number: L5429-011200-0 Date: 5/29/2013 Policy Number and Description Amount Policy Period: 7!112013-71112014 $ 502,448 Policy Dumber: L5429-011200 A 5% late charge will be assessed on all late payments. Unless Payment is received when due, coverage provided by this policy may be cancelled for non-payment retroactive to the beginning of the policy inception date. Amount Due By 7116/2013 $ 502,448 Peel & Holland (Riley) PO Box 427 Benton, KY 42025 'Return Original With Payment`** L5429 -01t 200 T� ___� Page 2 of 71 A E�`."Cr CF T ;E KENTUCKY LEAGUE OF CITIES F.E.I.N. 61-1238903 Telephone: (800) 876-4552 (859)977-3700 City Of Paducah P. O. Box 2267 Paducah, KY 42002 Property Invoice Make check payable and mail to: Kentucky League of Cities Insurance Services P.O. Box 34108 Lexington, KY 40588 Invoice Number: P5429-011120-0 Date: 5129/2013 Policy Number and Description Amount Policy Period: 71112013-71112014 Policy Number; P5429-011120 $ 134,214 ijg03 A 5% late charge will be assessed on all late payments. Unless Payment is received when due, coverage provided by this policy may be cancelled for non-payment retroactive to the beginning of the policy inception date. Amount Due By 711612013 $ 13 Peel & Holland (Riley) PO Box 427 Benton, KY 42025 ***Return Original With Payment*** X13), 311 P5429-011120 ��------- �� _� -----� — Page 2 of 65 Agenda Action Form Paducah City Commission Meeting Date: August 13, 2013 Short Title: HOME 2012 House #6 — 1322 Madison Street ® Ordinance ❑ Emergency ❑ Municipal Order ❑ Resolution ❑ Motion Staff Fork Bv: Charlie Doherty /Steve Er in Presentation By: Steve Ervin Background Information: 1322 Madison Street: "Rolliva Fields" Ked Components: After receiving final SHPO approval to build a new 2012 HOME house on the lot at 1322 Madison Street, staff solicited bids for the construction of the 1.380 SF `'Rolling Fields", home on this lot in a Public Notice published in the Paducah Sun on Julr 22"d, 2013. Bids were opened on July 31 ". 2013 with the folloning results: D&D Construction: Elliot Construction: Jim Steele Construction: Staff Analysis: Sl 39.495.00 (S l O l .08/SF) $136,825.00 ($99.15/SF) 5135.200.00 (S97.97/SF) As stated in the Public Notice. contracts are to be awarded based on the best evaluated and most responsive bids. Agenda Action Fonn Page 2 • Jim Steele Construction vvas the IoNN bidder at $135.200.00. His evaluation was scored at 99 based on previous experience ss ith Cite projects and being losabidder. Staff Recommendations: Based on the evaluations. the URCDA Board recommended that the Board of Commissioners assard the construction contract for 1322 Madison Street to Jim Steele Construction for $135.200.00. Goal: ® Strong Econom} ❑ Quality Sery ices ® Vital Neighborhoods ❑ Restored DoNl moNNns Funds Available: Account Name: 2012 HOME project Account Number: 008-1216-513.2307 Finance Project Nwnber: CD 0081 Staff Recommendation: Approval Attachments: ORDIA A VCE NO 2013 -S- AN ORDINANCE APPROAING THE RECOMME�DATIOS OF THE LRBAN RENE\\-AL AND COV NIL NIT) DE\ ELOPMENI .AGENCY TO ACCEPT THE BID OF JIM STEELE CONSTRUCTION FOR CONSTRCCTIO.N OF A NEVA HOME AT 13-] \1 ADISON STREET. AND AL I-HORIZNG THE NIA) OR TO EXECUTE A CONTRACT FOR S AME P HEREAS. on july '_2.'_013. the CIty of Paducah solicited bids on behalf of the Urhnn Renettal and Commwmv De,elopment Agency a RDCAU for eonstmcuon of. nest home located at 1322 Aladaou Street. and \A HEREAS. buds were opened on Juk31, 2013, Ox the Paducah Planning Department and ier tested F� the URCDA on AuotrSt 6th. 2013. and kA HEREAS. the CRCDA recommends the Cu., of Paducah accept the hid of Jun Steele Consutiction in the amount of S 135.200.00 for the constriction of a nett home located at 13" Nladison Street construction lure of credit proN ided b, Banterra Bink. BEIT ORDAINED Bl THE CIT) OF PADCCAH. KESTUCKI SECTION II Him the Citv of Paducah approves the recommendation of the Lrhan Renewal and Communev Detelopiient Aoene% to accept the Old ofhin Steele Conotruchon. un the amount of S I."5.2t10.000. lot the conttruetlon of a nett home at 13'_2 Madison Street, ac pan of the 2012 HOME Project. Said hid is In suhstantial compliance tr ah the Old spenfrcallons, adserusemau for bids. and as contained in the hid dated lulu 22, 2013 - SECT ION 2. 'Phe Vatot is hereFt authonzed to. execute a contract tsnh Jim Steele Construction lot the construction of a nest home at 13'_2 Madison Street-aceord(ng to the specificationshid proposal and all contract documents heretofore opprored and tncorpointed In the hid SECTION 3 Thus ezpeaduure tt ill be funded through 'GI'_ HOME Project. Protect account number CDOOSI. account number 00S 1216J13-230 SECTION 4_ This ordinance shall he read on tuo separate dais and tt h become of@cine upon sumntan publication pursuant to KRS Chapter 924. Magor Al TEST Tammara S- Sanderson- Cm Clerk Introduced bs the Board of Com mi ss loners. August 13, 2013 Adopted M the Board of Commissioners. August 27. 201', Recorded b, Tammara S Sanderson. Cit_s Clerk August 2°.'_013 Published Ft The Paducah Sun. \ord\planAcontract-Jim Steele Construction -13'_2 Madison Agenda Action Form Paducah City Commission �,fccting Date: August 13, 2013 Short Title: 2012 Fire Prevention and Safety Award Extension ®Ordinance ❑ Emergency ❑ Municipal Order ❑ Resolution ❑ Motion Staff Work By: Fire Marshall Gre; Cherry, Cheryl iVleadovs Presentation By: Chief Steve Kyle Background Information: The Department of Homeland Securty, Federal Emergency Management Agency (FEMA) offers the Fire Prevention and Safety Grant (F'I &S) to allow fire departments to reach a higher level of fire prevention and safety and fire -related hazard mitigation. The Paducah Fire Department submitted grant application ender Municipal Order 4 166 and accepted an award through Ordinance 9012-8-7966, as offered From Department of Homeland Security. The requested amount of $78,979 was combined with a 55,773 local cash match for the total project budget of $87,734.00. The amount of $69,24 have been used for the salary and benefits of a new position, with the additional $18,500to be used for the Juvenile Fire Setter Intervention Program volunteer training and juvenile testing. The funding has allowed the department to hire a Deputy Fire Mrrshall to perform various duties as a Fire Prevention Education and Code Enforcement Coordinator, as well as the funding needed for the Juvenile Fire Setter Intervention Prevention. On July 26, 201j, at the Paducah Fire Department's request FEivL-� granted an eight (8) month extension until March 30, 2014. If the Commission desires to accept the FENLA Fire Prevention and Safety award extension, it must authorize and direct the Mayor or Mayor's designee to complete and sign all required application documents. Goal: ❑Strong Economy ® Quality Services❑ Vital Neigliborhoods❑ Restored Downtowns Funds Available: Account Name: FE v[A Fire Prevent ,account Number: various 1803 acco�urts If .1 ance Project Number: FI0025 File Nurnber: 6.237 Staff Recommendation: Approval Attachments: Department Head City ClerkCity ivianager ORDINANCE \O. 3013 -S- AN ORDINANCE OF THE. CITY OF PaDUC:\H .ACCEPTING aN4 ANIE�,DME`T TO THE GR -ANT A\ --\RD FOR AN EXTENSION OF TIMF, WITH THP KENTLCKY OFFICE OF HONIE.L:%, D SECLRITY. FEDERAL EMERGENCY `v ANAGENIEM AGENCY FOR THE 3111' HOMELAND SECLRITY GRANT AWARD W HEREAS, the City of Paducah adopted \ lumcipal Order No. 1 h-% on April _14. _() l _'. authoriztn� the appEicanon for a Fire Prevention and Safety Grant throuSh the Department of Homeland Security . Federai Emergency Management \gency for funding to be used roe the hmmz of -i > cput} (ire trtar;hal and educational materials and iratniva and �` HEREAS, the City of Paducah adopted Ordmanc:.\o, N 13-S-'966 to _nter into in agr,mient %iih the Kenmcky Office of Homeland Securityfor the 201 _' Fee ?r.:vention hnd Safeiv Grant %% ird to the amount of S'3.979 to be used for the salary and benefits forthe mans of a Deputy Fire . , hal and for the Juvenile Fire Setter lntervemion Program for the Paducah Fire Depnrlmc mn and b� HEREAS, the ori_inai grant agreement espirc;d ,,)n June 30. 2013, inti 1� HEREAS. the Kentucky Office of Homeland Security, Federal Emeruencv \(ana!ement a2,11c% would like to extend the Fire Prevention and Safei%(Pruni a,,km-J through \larch 30-2014 BE IT ORDERED BY THE CITY OF PAM CAH, KENV CKY. SECTION t. That the Cil,, of Paducah approves an amcudiwm to ArtMe III ,)i the Grant Aireenrcni %tiith the Kentuck•. Office of Homeland Sccuritr. Federal \,I,mauement 1 Loc` io emend the period of perf(mnance from June 30. 1-013, to )larch 30, 201-I, for dl.e 2012 Fir Pr,,-emwn and Safe[',' a+.N:trd 4rant SECTIO\ 2. This ordinance shall be read on tun icpara:.� lays aihd +ill beconie e[tecltve _�poil summary publication pursuant to KRS Chapter 43� bla+:<3r 1TTEST Tammarl S. Sanderson. City Clerk lauodu-M by the Board of Commissioners.August I 201 Adopted b} die B,h,ud of Conurussioners. -august '_'. '01 R:corded by Tammara S. Sanderson. City Clerk, August ". '-013 Published 'o,. The Piducah Stut,-- ordlpian` iai*]01' fire prevention - safety a+card extend Amendment Package Amendment Package Mr Stephen Kyle Paducah Fire Department P.O. Box 2267 Paducah, Kentucky 42003-2267 Re: Grant No. EMW-201 1 -FP-00958 Dear Mr Kyle: Federal Emergency Management Agency Washington, D.0 20472 Page I of 6 This letter is in written response to your amendment request regarding an extension of your grant. Your request was reviewed by the Program and Grants Office and is hereby approved. As a result of this approval, your Grant Period of Performance and Article III of your Grant Agreement Articles are amended to extend your grant your grant from 07.06.12 through 03.30.14. All other terms and conditions of the grant remain unchanged. If you have any further questions and/or concerns please contact me at 1202) 786-9618, Sincerely Chanee Williams Department of Homeland Security/FEMA Grants Management Specialist https:;%eservices.fema.govTemaFireGrant'firegranbjsp/fire_admir managemendshare/amen... 8/3'20t3 Amendment Package Agreement Articles Page 2 of 6 FE / U.S. Department of Homeland Security M o,F JQr Washington, D.C. 20472 AGREEMENT ARTICLES Assistance to Firefighters Grant Program - Fire Prevention and Safety Grants GRANTEE: Paducah Fire Department PROGRAM: Assistance to Firefighters Grant Program - Fire Prevention and Safety Grants AGREEMENT NUMBER: EMW-2011-FP-00958 AMENDMENT NUMBER: 2 TABLE OF CONTENTS Article I Project Description Article 11 Grantee Concurrence Article III Period of Performance Article IV Amount Awarded Article V Financial Guidelines Article VI Prohibition on Using Federal Funds Article VII GPD Allocations Article Financial Reporting Vi l l Article IX FEMA Officials Article X Central Contractor Registration Article I - Project Description The purpose of the Assistance to Firefighters Grant Program - Fire Prevention and Safety Grants is to provide funds to national, State, local or community organizations that are recognized for their experience and expertise with respect to fire prevention or firefighter safety programs and activities. After careful consideration, FEMA has determined that the grantee's project submitted as part of the grantee's application, and detailed in the project narrative as well as the request details section of the application - including budget information - was consistent with the program's purpose and worthy of award. The grantee shall perform the work described in the approved grant application as itemized in the request details section of the application and further described in the grant application's narrative. These sections of the application are made a part of these grant agreement articles by reference. The grantee may not change or make any material deviations from the approved scope of work outlined in the above referenced sections of the application without prior written approval, via amendment request, from FEMA. Article II - Grantee Concurrence https:ileservices.fema.gov,,FemaFireGrant'firegrant,'jsp/'fire_admin/management/shareiamen... 8/8,,20 13 Amendment Package Page 3 of 6 By receiving the award through the AFG online system, the grantee accepts and agrees to abide by the terms and conditions of the grant as set forth in this document and the documents identified below. By receiving funds under this grant, grantees agree that they will use the funds provided through the Fiscal Year 2011 Assistance to Firefighters Grant Program - Fire Prevention and Safety Grants in accordance with these Articles of Agreement and the program guidelines provided in the Fiscal Year 2011 Assistance to Firefighters Grant Program - Fire Prevention and Safety Grants program guidance. All documents submitted as part of the original grant application are made a part of this agreement by reference. Article III - Period of Performance The period of performance shall be from 06-JUL-12 to 30 -MAR -14. Article IV - Amount Awarded The amount of the award is detailed on the Obligating Document for Award attached to these articles. The following are the budgeted estimates for object classes for this grant (including Federal share plus grantee match): Personnel $0.00 Fringe Benefits $0.00 Travel $0.00 Equipment $0.00 Supplies $0.00 Contractual $0.00 Construction $0.00 Other $0.00 Indirect Charges $0.00 Total $87,754.00 NEGOTIATION COMMENTS IF APPLICABLE (max 4000 characters) Article V - Financial Guidelines The grantee and any subgrantee shall comply with the most recent version of the Administrative Requirements, Cost Principles, and Audit Requirements. A non-exclusive list of regulations commonly applicable to DHS grants are listed below: A. Administrative Requirements 1 44 CFR Part 13, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments 2. 2 CFR Part 215, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Nonprofit Organizations (OMB Circular A-110) B. Cost Principles 1 2 CFR Part 225, Cost Principles for State, Local, and Indian Tribal Governments (OMB Circular A-87) 2. 2 CFR Part 220, Cost Principles for Educational Institutions (ONIB Circular A-21) 3, 2 CFR Part 230, Cost Principles for Nonprofit Organizations (ONIB Circular A-122) 4. Federal Acquisition Regulations (FAR), Part 31.2 Contract Cost Principles and Procedures. Contracts with Commercial Organizations https:,iesen,ices.fema.gov;FemaFireGrant'firegrant/jsp/tirre_adminimanagemenL share/amen... 3,'8/2013 Amendment Package C. Audit Requirements 1. OMB Circular A-133, Audits of States, Local Governments, and Nonprofit Organizations Article VI - Prohibition on Using Federal Funds Page 4 of 6 Recipient understands and agrees that it cannot use any federal funds, ether directly or indirectly, in support of the enactment, repeal, modification or adoption of any law, regulation or policy, at any level of government, without the express prior written approval of FEMA. Article VII - GPD Allocations The recipient agrees that all allocations and use of funds under this grantwill be in accordance with the FY 2011 Assistance to Firefighters Grant Program — Fire Prevention and Safety Grants guidance and application kit. Article VIII - Financial Reporting Recipients of an Assistance to Firefighters Grant Program -Fire Prevention and Safety Grant will be required to submit a semi-annual Federal Financial Report (FFR) via the automated system on the Standard Form 425. The FFR is intended to provide Federal agencies and grant recipients with a standard format and consistent reporting requirements throughout the government. The FFR, to be submitted using the online e -grant system, will be due semi-annually based on the calendar year beginning with the period after the award is made. Grant recipients will be required to submit an FFR throughout the entire period of performance of the grant. The reporting periods for the FFR are January 1 through June 30 (report due by July 31), and July 1 through December 31 (report due by January 31). At the end of the grant's period of performance, all grantees are required to produce a final report on how the grant funding was used and the benefits realized from the award. Grantees must submit a final financial report and a final performance report within 90 days after the end of the period of performance. Article IX - FEMA Officials Program Officer: The Program Specialist is responsible for the technical monitoring of the stages of work and technical performance of the activities described in the approved grant application. If you have any programmatic questions regarding your grant, please call the AFG Help Desk at 866-274-0960 to be directed to a program specialist. Grants Assistance Officer: The Assistance Officer is the Federal official responsible for negotiating, administering, and executing all grant business matters. If you have any questions regarding your grant please call ASK-GMD at 866-927-5646 to be directed to a specialist. Grants Management Division POC: The Grants Management Specialist shall be contacted to address all financial and administrative grant business matters for this award. If you have any questions regarding your grant please call ASK-GMD at 866-927-5646 to be directed to a specialist. Article X - Central Contractor Registration (CCR) Recipients of a FP&S grant are required to be registered in the Central Contractor Registration (CCR) system. Active registration in the CCR system ensures grantees are compliant with Federal regulations under Federal Financial Accountability and Transparency Act (FFATA), Registration in CCR system is free, and may take up to 5 to 10 business days to process. For help with registering in the CCR system, please contact the CCR help line at 866-606-8220 or visit ccc gov for more information. ADDITIONAL REQUIREMENTS (IF APPLICABLE) (max 4000 characters) https:Ueseryices. fema.gov FemaFire Grant/fire grantjsp/fire_ admin/management;'share/amen... 8/812013 Amendment Package Page i of 6 https:,,, eser\,ices. fema. goy,,FemaFireGrant/firegrant/j sp/fire_admin/managemendshare/amen... 8/8,12013 Amendment Package Page 6 of 6 FEDERAL EMERGENCY MANAGEMENT AGENCY OBLIGATING DOCUMENT FOR AWARD/AMENDMENT 1 a. AGREEMENT NO. 2, AMENDMENT 3. RECIPIENT NO. 4. TYPE OF 5. CONTROL NO, EMW-2011-FP-00958 N0, 61-6001891 ACTION W500660N 2 AWARD 6. RECIPIENT NAME AND 7. ISSUING OFFICE AND ADDRESS 8. PAYMENT OFFICE AND ADDRESS ADDRESS FEMA/Financial and Grants Management FEMA/Fnancial Services Branch Paducah Fire Department Division 500 C Street, S.W., Room 723 301 Washington Street 500 C Street, S.W., Room 350 Washington DC, 20472 Paducah Washington DC, 20472 Kentucky, 42003-1561 POC: $0.00 9. NAME OF RECIPIENT PHONE NO, 10. NAME OF PROJECT COORDINATOR PHONE NO. PROJECT OFFICER 2704448522 Catherine Patterson 1-866-274-0960 Stephen Kyle 11. EFFECTIVE DATE OF 12. METHOD OF 13. ASSISTANCE ARRANGEMENT 14. PERFORMANCE PERIOD THIS ACTION PAYMENT Cost Sharing From :06-JUL- 06-JUL-12 SF -270 12 To:30-MAR-14 15. DESCRIPTION OF ACTION AMOUNT a. (Indicate funding data for awards or financial changes) PROGRAM CFDA NO ACCOUNTING DATA NAME (ACOS CODE) ACRONYM XXXX-XXX-XXXXXX-XXXXX. XXXX-XXXX-X FP 97.044 2012-M1-3007RG-10000000- 4101-D TOTALS Budget Period From 26 -JAN - 12 7o:30 -SEP -12 PRIOR TOTAL AMOUNT CURRENT CUMMULATIVE AWARD AWARDED THIS TOTAL AWARD i ACTION FEDERAL + OR (-) COMMITMENT $78.979.00 $0.00 $78,979.00 58,775.00 $78,979.00 $0.00 $78,979.00 $8,775.00 b. To describe changes other than funding data or financial changes, attach schedule and :heck here. N/A 16 a. FOR NON -DISASTER PROGRAMS: RECIPIENT IS REQUIRED TO SIGN AND RETURN THREE (3) COPIES OF THIS DOCUMENT TO FEMA (See Block 7 for address) Assistance to Firefighters Grant - Fire Prevention and Safety Program recipients are not required to sign and return copies of this document, However, recipients should print and keep a copy of this document for their records, 16b. FOR DISASTER PROGRAMS: RECIPIENT IS NOT REQUIRED TO SIGN This assistance is subject to terms and conditions attached to this award notice or by incorporated reference in program legislation cited above. 17. RECIPIENT SIGNATORY OFFICIAL (Name and Title) N/A 18. FEMA SIGNATORY OFFICIAL (Name and Title) Close Window DATE N/A DATE https:,''esercices. fema.goc'FemaFireGrant'hregraji spi fire_admin'management share/amen... 3i3'20 13 Agenda Action. Form Paducah City Commission Meeting Date: August 13, 2013 Short Title: Change Order 41 for the Riverfront Redevelopment Project Phase 1- A, Piles and Mass Fill, for Demolition of the Executive Inn Concrete Slab for use as Mass Fill ®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: In 2010, the Executive Inn building was demolished by the City. However, the work associated with the removal of the concrete slab of the parking garage area was deleted from the demolition contract. The concrete slab remains today and will need to be removed at some time, The Executive Inn concrete slab is estimated to be 81,000 square feet by 0.25 feet thick, which equates to approximately 1,460 tons of concrete. With construction of the Riverfront Phase 1-A Project underway, the idea of utilizing the concrete from the Executive Inn site as fill for the land mass area has become a viable option. After discussing possible alternatives, MAC Construction and Excavating, Inc., submitted a proposal to demolish the exiting concrete pad and place the concrete in the mass fill area for the total lump sum amount of $16,800. With the installation of the Executive Inn concrete slab material in the mass fill area, the required tonnage of stone for fill will decrease. In order to not increase or decrease the current contract amount, $16,800 will be deducted from the change order - whish equals 1,400 tons of stone fill at $12.00 per ton. Therefore, this Change Order will be a substitution of materials used on the project only with no cost increase or decrease. The opportunity to demolish and utilize the concrete slab during this project would allow multiple dividends; the concrete would be removed from valuable property owned by the City in preparation of a higher better use, the materials removed from the slab would offset tonnage of stone being placed on the project and the cost of a future contract will be avoided. In the event the slab removal is postponed, the City will have to pay a separate contractor to perform this work at a later date, essentially doubling the cost of its removal. Goal: ®Strong Economy ®Quality Services ❑Vital Neighborhoods ®Restored Dounto,,tins Funds Available: Account Name: Riverf-ont Development Phase I -A, Gangway Piles and Mass Fill mance Account Number: 040-3315-532-2307 DT0015 Agenda Action Form Page 2 Staff Recommendation: To adopt an Ordinance authorizing the Mayor to execute Change Order 91 for the Riverfront Redevelopment Project Phase 1-A, Piles and Mass Fill contract with MAC Construction & Excavating, Inc., for the follows: I To increase the contract amount by $16,800.00 to allow for the demolition of the Executive Inn concrete slab for use as mass fill. 2. To decrease the contract amount by $16,800 deducting 1,400 Tons of Stone Fill at $12.00 per ton. Attachments: Ordinance #20 t3-4-8029, Change Order #1 and support documentation P Departmp t e City Clerk City Manager 00650 CHANGE ORDER PAGE IOFI CITY OF PADUCAH ENGINEERING PUBLIC -WORKS DEPARTMENT CHANGE ORDER CHANGE ORDER N0: 1 DATE: August 08 2013 The Riverfront Redevelopment Project - Phase 1-A �^ NAME OF PROJECT: Piles and Mass Fill OWNER: City of Paducah Kentucky CONTRACTOR: MAC Construction & Excavating Inc. THE FOLLOWING CHANGES ARE HEREBY MADE TO THE CONTRACT DOCUMENTS: ADDITIONS: Demolition of the Executive Inn Concrete Slab for use as Mass Fill $16,800.00 DELETIONS: 1,400 Tons @ $12.00 Per Ton - Stone Fill for Land Mass -$16,800.00 CONTRACT PRICE DUE TO THIS CHANGE ORDER WILL BE INCREASED BY: $0.00 ORIGINAL CONTRACT PRICE: $4,490,600.00 CURRENT CONTRACT PRICE ADJUSTED BY PREVIOUS CHANGE ORDERS: $0.00 NEW CONTRACT PRICE INCLUDING THIS CHANGE ORDER WILL BE: $4,490,600.00 THE CONTRACT TIME WILL BE INCREASED BY: 0 Days APPROVALS REQUIRED: CITY ENGINEER -PUBLIC WORKS DIRECTOR DATE DATE MAYOR: DATE Agenda Action Form Paducah City Commission Meeting Date: August 13, 2013 Short Title: Purchase of Solid Waste Dumpsters for the FY2013-2014 from Municipal Equipment, Inc., Utilizing the Kentucky State Contract ®Ordinance ❑ Emergency ❑ Municipal Order ❑ Resolution ❑ Motion Staff Work By: Chris Yarber, EPW Operations Mgr Angela Weeks, EPW-Engr Proj Mgr Presentation By: Rick Murphy, P.E., City Engineer -Public Works Director Background Information: Municipal Equipment, Inc. is the current Vendor listed on the Commonwealth of Kentucky's Contract for the purchase of solid waste dumpsters. The Engineering -Public Works Department, Solid Waste Division is in need of new dumpsters to be utilized by commercial businesses within the City and would like to utilize the existing Kentucky State Contract for this purchase. Every year, an amount is allocated toward dumpster purchases in the annual commercial refuse replacement budget. Therefore, we are requesting authorization to order the required dumpsters along with additional replacement parts and lids during the 2013-2014 Fiscal Year in an amount not to exceed the budgeted amount of $70,000. The Kentucky Master Agreement number is MA -758-1100000316. Coal: ❑Strong Economy ®Quality Services ❑Vital Neighborhoods ❑Restored Downtowns Funds Available: Account Name: Solid Waste Fund - `i ( l3 Annual Dumpster Replacement Budget Finance Account Number: 050-2210-531-4219 Staff Recommendation: To adopt an Ordinance authorizing the purchase of Solid Waste Dumpsters for the FY2013- 2014 utilizing the Kentucky state contract price from Municipal Equipment, Inc., in an amount not to exceed $70,000.00. Attachments: KY Master Agreement r Dep e ad City Clerk City Manager ORDINANCE NO. 2012-9-7978 AN ORDINANCE AUTHORIZING THE PURCHASE OF SOLID WASTE DUMPSTERS DURING FY2013-2014 TO BE UTILIZED BY THE SOLID WASTE DIVISION OF ENGINEERING -PUBLIC WORKS WHEREAS, this equipment is available under State of Kentucky Master Agreement Number MA 758 11000003 16. and. therefore, competitive bidding is not required. BE IT ORDAINED BY THE CITY OF PADUCAH, KENTUCKY: SECTION I. That the Finance Director is authorized to pay Municipal Equipment. Inc., an amount not to exceed $70.000.00 for the purchase of solid waste dumpsters during FY2013-2014 for the City of Paducah Engineering -Public Works Department, Solid Waste Division. , in compliance with the Kentucky State Purchasing Contract. SECTION 2. This expenditure shall be charged to the Solid Waste Fund replacement budget account (050-2210-531-42)9). SECTION 3. 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. August 13, 2013 Adopted by the Board of Commissioners. August 27, 2013 Recorded by Tammara S. Sanderson City Clerk. August 27. 2013 Published by The Paducah Sun. \orft"rorks\Dumpsters state contract 8-2013 Doc ID No: MA 758 1100000316 4 Paae 1 of 37 ]�trtuti� Commonwealth of Kentucky MASTER AGREEMENTho w Doc ID numbmb err on all packages, nvoices and correspondence. oc Description: RECYCLING EQUIPMENT -MUNICIPAL EQUIP - (RFB 758 1000000937) oc ID No: MA 758 1100000316 4 Proc Folder: 1800103 rocurement Type: Standard Goods active Date. 2012-08-16 Expiration Date: 2013-08-15 Not To Exceed Amount ministered By: Michael Gustafson rIelephone:502-5645945 Cited Authority: Issued By: FAP111-35-00-G Donald Robinson Reason For Modification: Renewal MUNICIPAL EQUIPMENT INC xs 6305 OLD SHEPHERDSVILLE LOUISVILLE KY 40228 US n1 ::4 { c De crljitiorr s.;,.;: ppli j `' NO Id��u t �k � WAR -426 r�., ota�k15— „' •.-,., k_ r-::_.n-5�-s:s-M1 _ n. mac`; 1 RECYCLING EQUIPMENT 0 0.00 0.00000 0.00 0.00 -MUNICIPAL EQUIPMENT Extended Description PLEASE REFER TO SECTION 8 OF THE MASTER AGREEMENT'S TERMS AND CONDITIONS FOR THE COMPLETE LISTING OF THE REQUIREMENTS AND SPECIFICATIONS FOR THIS MASTER AGREEMENT. 2 rrQ I�Q d r, Amc 4f;': z" . 0.00 Agenda Action Form Paducah City Commission Meeting Date: August 13, 2013 Short Title: Purchase of a Trommel Portable Screening Plant to be used at the City's Compost Facility ®Ordinance ❑ Emergency ❑ Municipal Order ❑ Resolution ❑ Motion Staff Work By: Randy Crouch, EPW Maintenance Supt. Angela Weeks, EPW Proj Mgr Presentation By: Rick Murphy, P.E., City Engineer -Public Works Director Background Information: On August 6, 2013, sealed bids were opened for the purchase of a Trommel Portable Screening Plant for use by the City of Paducah's EPW Solid Waste Division at the Compost Facility. One bid was received from Ohio Machinery Company dba Ohio CAT in the amount of $172,850.00. This bid is below the budgeted amount of $300,000.00. Goal: ❑Strong Economy ®Quality Services []Vital Neighborhoods ❑Restored Downtowns Funds Available: Account Name: Solid Waste Non -Rolling Stock 3141-I'j Account Number: 050-2211-532-4219 Finance Staff Recommendation: To receive and file the bid and adopt an Ordinance authorizing the Mayor to execute a contract with Ohio Machinery Company dba Ohio CAT for the purchase of a Trommel Portable Screening Plant for use by the City of Paducah's EPW Solid Waste Division at the Compost Facility in the amount of $172,850.00. Attachments: Bid Proposal, Bid Tab, Proposed Contract 42e-Zpart%ntea City Clerk City Manager ORDINANCE NO. 2013 -8 - AN ORDINANCE ACCEPTING THE BID OF OHIO MACHINERY COMPANY DBA OHIO CAT FOR SALE TO THE CITY OF A TROMMEL PORTABLE SCREENING PLANT USE BY THE SOLID WASTE DIVISION/PUBLIC WORKS DEPARTMENT"S COMPOST FACILITY. 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 Ohio Machinery Company dba Ohio CAT in the amount of $172.850.00, for sale to the City of a trommel portable screening plant, for use by the Solid Waste Division/Public Works Department's Compost Facility. said bid being in substantial compliance with bid specifications, and as contained in the bid of Ohio Machinery Company dba Ohio CAT, of August 6. 2013. . SECTION 2. The Mayor is hereby authorized to execute a contract with Ohio Machinery for the purchase of a trammel portable screening plant, authorized in Section I 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 the Solid Waste -Rolling Stock account [lumber 050-2211-532-4219. 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. August 13, 2013 Adopted by the Board of Commissioners. August 27, 2013 Recorded by Tammara S. Brock, City Clerk. August 27, 2013 Published by The Paducah Sun. _ \ordApworks\trommel screen plant CITY OF PADUCAH, KENTUCKY ENGINEERING -PUBLIC WORKS DEPARTMENT Trommel Portable Screening Plant to be used at the City's Compost Facility Bid Opening: 2:00 PM CST, Thuesday, August 6, 2013 ! Official Bidder of Record Total Bid Amount i 1 Ohio Machinery dba Ohio CAT $172,850.00 Columbus, Ohio i 2 No other bids Received N/A Page #1 8/8/2013 Agenda Action Form Paducah City Commission Meeting Date: August 13, 2013 Short Title: Contract with Paducah Transit Authority ®Ordinance ❑ Emergency ❑ Municipal Order ❑ Resolution ❑ Motion Staff Work By: Presentation By: Background Information: Claudia Meeks Jeff Pederson, City Manager As part of the General Fund Decision Items for FY2014, the Commission approved appropriation of the sum of $215,000 to Paducah Area Transit System, to be paid in quarterly installments. When the City provides funds to any organization, we prepare a simple Contract For Services agreement that describes the public services the organization will provide as a result of receiving the city funds. Goal: ❑Strong Economy ® Quality Services[] Vital Neighborhoods❑ Restored Downtowns Funds Available: This expenditure was appropriated in the FY2014 Budget. Account Name: General Fund Account Number: 001-0106-511-8008 Staff Recommendation: $ 1T(11 Finance Authorize the Mayor to enter into a one-time Contract For Services with Paducah Transit Authority in the amount of $215,000. Attachments: Ordinance Contract emetic-�i1/ Department Head City Clerk Ar City Manager ORDINANCE NO. 2013 -5 - AN ORDINANCE AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT WITH PADUCAH AREA TRANSIT SYSTENI FOR PUBLIC TRANSPORTATION SERVICES BE IT ORDAINED BY THE CITY OF PADUCAH, KENTUCKY: SECTION 1. The Nlayor is hereby authorized to ececute a contract with Paducah Area Transit System in the amount of $215.000.00, to be paid in equal quarterly allocations of $53,750.00, for public transportation services for the Paducaly McCracken County area. This contract shall expire June 30. 2014. PATS account. SECTION 2. This expenditure shall be charged to the General Fund / SECTION 3. This ordinance shall be read on two separate days and will become effective upon summary publication pursuant to KRS Chapter 424. Mayor ATTEST: Tammaro S. Sanderson. City Clerk Introduced by the Board of Commissioners. August 13, 2013 Adopted by the Board of Commissioners, August 27, 2013 Recorded by Tammara S. Sanderson, City Clerk, August 27, 2013 Published by The Paducah Sun. \ordAcontact-PATS 2014 CONTRACT FOR SERVICES This Contract for Services, effective this day of , 2013, by and between the CITY OF PADUCAH ("City") and PADUCAH TRANSIT AUTHORITY, ("PTA"). WITNESSETH.- WHEREAS, ITNESSETH: WHEREAS, the services of PTA as described herein are for the direct benefit of the citizens of the City of Paducah and McCracken County, and WHEREAS, providing transportation services to the citizens in the Paducah/McCracken area serves a valid public purpose; and WHEREAS, the City of Paducah desires to contract with PTA for the services to be described herein under the terms and conditions set forth in this Contract for Services. NOW THEREFORE, in consideration of the foregoing premises and the mutual covenants as herein set forth, the parties do covenant and agree as follows: SECTION 1: TERM The term of this contract for services shall be from the effective date of the contract until June 30, 2014. SECTION 2: TERMINATION Either party may terminate this Contract for Services upon failure of any party to comply with any provision of this agreement provided any such party notifies the other in writing of such failure and the breaching party fails to correct the breach within thirty (30) calendar days of the notice. SECTION 3: OPERATIONS PAYMENT In consideration of the administrative costs including compensation for personnel who carry out the objectives and services of PTA for services described herein, the City shall, upon receipt of an invoice, pay PTA Two Hundred Fifteen Thousand Dollars ($215,000) to be paid in equal quarterly allocations of $53,750 each. In the event this contract for services is terminated, the City shall not be obligated to make any further quarterly allocation payments. SECTION 4: OBJECTIVES AND SERVICES PTA shall perform the following services for and on behalf of the city in consideration for the allocation payments described above: • Provide safe public transportation to all citizens of Paducah/McCracken County. • Provide handicap accessible transportation. • Provide trolley services. • Provide maintenance for buses and trolleys. • Provide Trolley for Downtown, Lowertown and Paducah Tours. SECTION 5: ACCOUNTING (A) PTA shall conduct all accounting, payroll, financial management, and shall make regular reports of PTA expenditures to ensure such expenditures are proper. (B) City shall have the right to inspect the operations of PTA, including reviewing its books, records, ledgers, or other documents, without prior notice of said inspection. (C) PTA shall supply an annual financial audit to the City on or before October 31, 2013. The second quarterly payment shall not be made until the audit is received. SECTION 6: ENTIRE AGREEMENT This contract for services embodies the entire agreement between the parties and all prior negotiations and agreements are merged in this agreement. This agreement shall completely and fully supersede all other prior agreements, both written and oral, between the parties. SECTION 7: WITHDRAWAL OF FUNDS Notwithstanding any other provision in this Contract for Services, in the event it is determined that any funds provided to PTA are used for some purpose other than in furtherance of the services described herein, the City shall have the right to immediately withdraw any and all further funding and shall immediately have the right to terminate this Contract for Services without advance notice and shall have the right to all remedies provided in the law to seek reimbursement for all monies not properly accounted. Witness the signature of the parties as of the year and date first written above. CITY OF PADUCAH By GAYLE KALER, Mayor PADUCAH AREA TRANSIT SYSTEM Page 2 Agenda Action Form Paducah City Commission Meeting Date: August 13, 2013 Short Title: Contract with Barkley Regional Airport ®Ordinance ❑ Emergency ❑ Municipal Order ❑ Resolution ❑ Motion Staff Work By: Presentation By: Background Information: Claudia Meeks Jeff Pederson, City Manager As part of the Investment Fund Decision Items for FY2014, the Commission approved appropriation of the sum of $136,430 to Barkley Regional Airport, to be paid in quarterly installments. When the City provides funds to any organization, we prepare a simple Contract For Services agreement that describes the public services the organization will provide as a result of receiving the city funds. Goal: _]Strong Economy ® Quality Services❑ Vital Neighborhoods❑ Restored Downtowns Funds Available: This expenditure was appropriated in the FY2014 Budget. Account Name: Investment Fund Account Number: 004-9999-699-9040/TR0003 Staff Recommendation: "MIt Finance Authorize the Mayor to enter into a one-time Contract For Services with Barkley Regional Airport in the amount of $136,430. Attachments: Ordinance Contract Department Head City Clerk City r ORDINANCE NO, 2013 -8 - AN ORDINANCE AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT WITH BARKLEY REGIONAL AIRPORT FOR PROVIDING GENERAL AVIATION AND AIR CARRIER SERVICES BE IT ORDAINED BY THE CITY OF PADUCAH, KENTUCKY: SECTION L That the Mayor is hereby authorized to execute a contract with Barkley Regional Airport in the amount of $136,430 payable in quarterly installments of $34,10750 each, for providing general aviation and air carrier services to the citizens of McCracken County and surrounding regions. This contract shall expire June 30, 2014 SECTION 2. This expenditure shall be charged 10 the Investment Fund, Project No. TR0003. SECTION 3. 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, August 13, 2013 Adopted by the Board of Commissioners, August 27, 2013 Recorded by Tammara S. Sanderson. City Clerk. August 27, 2013 Published by The Paducah Sun, tordkonaact-aupon subsidy FY 12-13 CONTRACT FOR SERVICES This Contract for Services, is effective this day of 2013, by and between the CITY OF PADUCAH and BARKLEY REGIONAL AIRPORT; WITNESSETH: WHEREAS, Barkley Regional Airport is jointly owned by the City of Paducah and McCracken County and is operated by an Airport Board appointed by the Paducah Mayor and McCracken County Judge Executive; and WHEREAS, Barkley Regional Airport provides essential public transportation services both through its general aviation facilities and the air carrier service that operates there; and WHEREAS, reliable air service at a quality facility is an essential ingredient for the region's economic development; and WHEREAS, loss of revenue resulting from the national economy and changes in the air carrier industry and increased expenditures caused by Federal mandates have created a monthly operating deficit for the airport; and NOW THEREFORE, in consideration of the foregoing premises the parties do covenant and agree as follows: SECTION 1: TERtM The term of this contract for services shall be from the effective date of the contract, until June 30, 2014. SECTION 2: TERMINATION the City may terminate this Contract for Services upon a thirty -day notice to Barkley Regional Airport in writing or with no notice upon discovering that the airport's financial situation has changed and the subsidy is no longer required. SECTION 3: OPERATIONS PAYMENT Upon receipt of a quarterly invoice, the City shall pay Barkley Regional Airport the sum of One Hundred Thirty -Six Thousand Four Hundred Thirty Dollars ($136,430), in quarterly installments of $34,107.50 each. Payment shall be made by the end of each quarter. In the event this contract for services is terminated, the City shall not be obligated to make any further payments. SECTION 4: OBJECTIVES AND SERVICES - During the term of this contract, Barkley Regional Airport will continue to provide general aviation and air carrier services to the citizens of McCracken County and surrounding regions. The Airport Board will continue to work with the City Commission and the McCracken County Fiscal Court to develop new revenue sources so that continued subsidy from the City and County will no longer be necessary. SECTION 5: ACCOUNTING (A) Barkley Regional Airport shall continue to conduct all accounting, payroll, and financial management of airport operations. (B) Barkley Regional Airport shall provide the City and County Commissions a quarterly report of the airport's financial operations and shall supply the City and County an annual financial audit within two (2) weeks of its completion. Witness the signature of the parties as of the year and date first written above: CITY OF PADUCAH GAYLE KALER, Mayor BARKLEY REGIONAL AIRPORT Title: M,3,vn-6er/2 Agenda Action Form Paducah City Commission Meeting Date: August 13, 2013 Short Title: Contract with Paducah Junior College, Inc. — Paducah School of Art Funding ®Ordinance ❑ Emergency ❑ Municipal Order ❑ Resolution ❑ Motion Staff Work By: Presentation By: Background Information: Claudia Meeks Jeff Pederson, City Manager As part of the Investment Fund Decision Items for FY2014, the Commission approved appropriation of funding for the Paducah Junior College, Inc., Paducah School of Art in the amount of $75,000, to be paid quarterly. This expenditure will be used to pay for operational expenses for the school's two locations: 409 Broadway and 919 Madison Street. When the City provides funds to any organization, we prepare a simple Contract For Services agreement that describes the public services the organization will provide as a result of receiving the city fiords. Goal: ❑Strong Economy ® Quality Services❑ Vital Neighborhoods❑ Restored Downtowns Funds Available: This expenditure was appropriated in the FY2014 Budget, Account Name: Investment Fund Account Number: 004-0401-536-2307 Staff Recommendation: Finan e �� Authorize the Mayor to enter into a one-time Contract For Services with Paducah Junior College, Inc. in the amount of $75,000. Attachments: Ordinance Contract ORDINANCE NO, 2013 -8 - AN ORDINANCE AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT WITH PADUCAH JUNIOR COLLEGE, INC. FOR THE PADUCAH SCHOOL OF ART BE IT ORDAINED BY THE CITY OF PADUCAH, KENTUCKY: SECTION I. That the Mayor is hereby authorized to execute a contract with Paducah Junior College. Inc. in the amount of $75,000, to be paid in equal quarterly allocations of $18,750. for the Paducah School of An. This contract shall expire June 30. 2014. SECTION 2. This expenditure shall be charged to the Investment Fund Account/Art School Subsidy Project EDOI 14. SECTION 3. 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. August 13, 2013 Adopted by the Board of Commissioners. August 27, 2013 Recorded by Tammara S. Sanderson, August 27. 2013 Published by The Paducah Sun, \ordVconvact Paducah Junior College fyl3-14 school ofan CONTRACT FOR SERVICES This Contract for Services, effective this day of , 2013, by and between the CITY OF PADUCAH ("City") and PADUCAH JUNIOR COLLEGE, INC. (PJC, Inc.). WITNESSETH: WHEREAS, promoting arts education to students in the PaducahlMcCracken County area and exposing them to post -secondary education serves a valid public purpose; and WHEREAS, improving the availability of art degrees to our community will both make the Paducah area more attractive to investors and enhance the life potential of individual students; and WHEREAS, the City of Paducah desires to contract with PJC, Inc., for the services to be described herein under the terms and conditions set forth in this Contract for Services. NOW THEREFORE, in consideration of the foregoing premises and the mutual covenants as herein set forth, the parties do covenant and agree as follows: SECTION 1: TERM The term of this contract for services shall be from the effective date of the contract until June 30, 2014. SECTION 2: TERMINATION Either party may terminate this Contract for Services upon failure of any party to comply with any provision of this agreement provided any such party notifies the other in writing of such failure and the breaching party fails to correct the breach within thirty (30) calendar days of the notice. SECTION 3: OPERATIONS PAYMENT In consideration of providing education and training and to carry out the objectives of PJC, Inc., the City shall pay PJC, Inc., the sum of SEVENTY-FIVE THOUSAND ($75,000) to be paid quarterly in equal amounts of $18,750. PJC, Inc., shall provide invoices to the City of Paducah at the end of each quarter. In the event that this contract for services is terminated, the City shall not be obligated to make any further payments. SECTION 4: OBJECTIVES AND SERVICES - PJC, Inc. will guarantee the City of Paducah that the $75,000 will be used in the operational expenses for the Paducah School of Art located at 409 Broadway and 919 Madison Street. These expenses shall include but not be limited to utilities, repairs and other operating expenses at the two locations of the Paducah School of Art. SECTION 5: ACCOUNTING (A) PJC, Inc., shall conduct all accounting, payroll, and financial management. (B) PJC, Inc., shall supply an annual financial audit to the City within two weeks of its completion. SECTION 6: ENTIRE AGREEMENT This contract for services embodies the entire agreement between the parties and all prior negotiations and agreements are merged in this agreement. This agreement shall completely and fully supersede all other prior agreements, both written and oral, between the parties. SECTION 7: WITHDRAWAL OF FUNDS Notwithstanding any other provision in this Contract for Services, in the event it is determined that any funds provided to PJC, Inc. are used for some purpose other than in furtherance of the services described herein, the City shall have the right to immediately withdraw any and all further funding and shall immediately have the right to terminate this Contract for Services without advance notice and shall have the right to all remedies provided in the law to seek reimbursement for all monies not properly accounted. Witness the signature of the parties as of the year and date first written above. CITY OF PADUCAH GAYLE KALER, Mayor PADUCAH JUNIOR COLLEGE, INC. Name Title 'dol%CD CJ�iQi�Q Agenda Action Form Paducah City Commission Meeting Date: August 13, 2013 Short Title: Contract with Paducah Junior College, Inc. — Community Scholarship Program ®Ordinance ❑ Emergency ❑ Municipal Order ❑ Resolution ❑ Motion Staff Work By: Presentation By: Background Information: Claudia Meeks Jeff Pederson, City Manager As part of the Investment Fund Decision Items for FY2014, the Commission approved appropriation of funding for the Paducah Junior College, Inc., scholarship program in the amount of $125,000, to be paid by June 30, 2014. When the City provides funds to any organization, we prepare a simple Contract For Services agreement that describes the public services the organization will provide as a result of receiving the city funds. Goal: _]Strong Economy ® Quality Services❑ Vital Neighborhoods❑ Restored Downtowns Funds Available: This expenditure was appropriated in the FY2014 Budget, Account Name: Investment Fund-191 undg Q 1I� Account Number: 004-0401-536-2307 Finance Staff Recommendation: Authorize the Mayor to enter into a one-time Contract For Services with Paducah Junior College, Inc. in the amount of $125,000. Attachments: Ordinance Contract Department Head City Cleric— [i Manager ORDIN.-WCE NO, 2013 -8 - AN ORDINANCE AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT WITH PADUCAH JUNIOR COLLEGE, INC. FOR THE COMbIUNITY SCHOLARSHIP PROGRAM BE IT ORDAINED BY THE CITY OF PADUCAH, KENTUCKY: SECTION I. That the Mayor is hereby authorized to execute a contract with Paducah Junior College. Inc. in the amount of S 125,000 for the Community Scholarship Program. This contract shall expire June 30, 2014. SECTION 2. This expenditure shall be charged to the Investment Fund account/Project 004-0401-536-2307. SECTION 3. This ordinance shall be read on two separate days and will become effective upon summary publication pursuant to KRS Chapter 424. ATTEST: Tammara S. Sanderson, City Clerk Introduced by the Board of Commissioners, August 13, 2013 Adopted by the Board of Commissioners, August 27, 2013 Recorded by Tammara S. Sanderson, City Clerk, August 27. Published by The Paducah Sun, `.ord�conuact - Paducah Junior College Cy13 14 (community scholarship) 2013 Mayor CONTRACT FOR SERVICES This Contract for Services, effective this day of 2013, by and between the CITY OF PADUCAH ("City") and PADUCAH JUNIOR COLLEGE, INC. (PJC, Inc.). WITNESSETH.- WHEREAS, ITNESSETH: WHEREAS, promoting education to students in the Paducah/McCracken County area and exposing them to post -secondary education serves a valid public purpose; and WHEREAS, improving the education level of our community's young people will both make the Paducah workforce more attractive to investors and employers and enhance the life potential of individual students; and WHEREAS, the City of Paducah desires to contract with PJC, Inc., for the services to be described herein under the terms and conditions set forth in this Contract for Services. NOW THEREFORE, in consideration of the foregoing premises and the mutual covenants as herein set forth, the parties do covenant and agree as follows: SECTION 1: TERM The term of this contract for services shall be from the effective date of the contract until June 30, 2014. SECTION 2: TERMINATION Either party may terminate this Contract for Services upon failure of any party to comply with any provision of this agreement provided any such party notifies the other in writing of such failure and the breaching party fails to correct the breach within thirty (30) calendar days of the notice. SECTION 3: OPERATIONS PAYMENT In consideration of providing education and training and to carry out the objectives of PJC, Inc., the City shall pay PJC, Inc., the sum of $125,000 in a one-time amount no later than June 30, 2014. PJC, Inc., shall provide an invoice to the City of Paducah prior to payment being made. In the event that this contract for services is terminated, the City shall not be obligated to make any further payments. SECTION 4: OBJECTIVES AND SERVICES - PJC, Inc., will guarantee Paducah and McCracken County 8'h graders who meet prescribed standards through their final four years of high school, a tuition scholarship for up to sixty (60) hours of college credit at WKCTC. SECTION 5: ACCOUNTING (A) PJC, Inc., shall conduct all accounting, payroll, and financial management. (B) PJC, Inc., shall supply an annual financial audit to the City within two weeks of its completion. SECTION 6: ENTIRE AGREEMENT This contract for services embodies the entire agreement between the parties and all prior negotiations and agreements are merged in this agreement. This agreement shall completely and fully supersede all other prior agreements, both written and oral, between the parties. SECTION 7: WITHDRAWAL OF FUNDS Notwithstanding any other provision in this Contract for Services, in the event it is determined that any funds provided to PJC, Inc. are used for some purpose other than in furtherance of the services described herein, the City shall have the right to immediately withdraw any and all further funding and shall immediately have the right to terminate this Contract for Services without advance notice and shall have the right to all remedies provided in the law to seek reimbursement for all monies not properly accounted. Witness the signature of the parties as of the year and date first written above. CITY OF PADUCAH GAYLE KALER, Mayor PADUCAH JUNIOR COLLEGE, INC. Name Title C 14,442